Recreation Association
Facility Rules
INTRODUCTION
The facilities owned by the Recreation Association include the clubhouse and its grounds, the swimming pool with the adjacent fenced area, the tennis and basketball courts, the athletic fields, and the parking lot. They are primarily for the use of members, and such use is to be for the normally accepted recreational, social, or cultural activities.
These facilities are under the direction and responsibility of the Board of Directors, but the Board of Directors may delegate authority to the Committees of the Recreation Association and to the Business Director and Recreation Director.
The rules contained herein have been prepared by members of this Recreation Association and approved by the Board of Directors. Use of the facilities must be in accordance with these rules. All members of the Recreation Association are obligated to read and obey these rules. All members are responsible for requiring their household members and their guests to obey them as well.
Recreation Association (REC) - The Four Seasons of Herndon Recreation Association.
Board of Directors (BOD) - The nine elected officers of the Recreation Association who direct its affairs.
Business Director (BD) - That person responsible for public relations and the administration of accounting, bookkeeping, supervision of maintenance personnel, the coordination for repairs, and other related responsibilities for the Recreation Association.
Recreation Director (RD) - That person responsible for the promotion of community involvement and the formulation and coordination of recreational activities for the community. The RD also manages the pool, tennis and basketball courts, and the athletic field.
Pool Committee - Comprised of volunteer members who provide input to the RD in making decisions governing all facets of the pool facility.
Member - Each Four Seasons townhome or single-family homeowner. Any owner may delegate his right of enjoyment of the Recreation Association's facilities to the members of his family who reside with him or to his tenants who reside in Four Seasons; the member must notify the Business Director of any such delegate by submitting a completed and signed "Delegation of Rights of Enjoyment" form, to be kept on file on the clubhouse office. The term "member" as used herein shall apply to owners or their properly-recorded delegates.
Clubhouse - The area inside the Recreation Association's building and also the sundeck.
Swimming Pool - The main swimming pool and deck, the wading pool and deck, the fenced grassy area behind the clubhouse, the pump room, lifeguard's office, and the bathhouse including the women's and men's bathrooms.
Athletic Fields - The large field area adjacent to the fenced grassy area of the pool and the tennis/multipurpose courts, used for athletic and recreational activities by association members and their invited guests, including but not limited to the softball area, the soccer equipment and any other property or equipment designated by the Association.
Tennis/Multipurpose Courts - The fenced-in, asphalted areas on the Association grounds which contain two painted and netted tennis courts, one full basketball court, one half basketball court and a tennis practice area/wall.
Recognized Clubs - Groups that have been recognized as such by the BOD. Recognized clubs are listed with the BD/RD. (Revised 01/05)
Each household is responsible for the actions of everyone in their household and their guests. Recreation Association staff will be responsible for their own actions and those of their visitors. The cost of any property damage will be charged to the responsible party. Interpretation and enforcement of all rules is at the discretion of association directors and officers, the Business Director (BD) or the Recreation Director (RD). Please read the Conduct Guidelines attached hereto and made a part hereof, which further details these responsibilities, behavioral expectations and consequences for misconduct.
The Association may offer a limited number of seasonal use passes to neighboring communities outside of the Four Seasons development. Seasonal use passes are granted from the date of approval by the BOD until October 31st of the same calendar year. Seasonal use passes can renew annually without guarantee of renewal from year to year. Seasonal use passes are not transferable within any annual period to another person or household. Those applying for an seasonal use passes must submit a written application, review the rules and guidelines set forth by the Association, and sign a contractual agreement prior to membership being approved by the Association. Persons granted a seasonal use passes must abide by the identical set of rules and guidelines governing resident members as described in the Recreation Facility Rules and Guidelines. Persons granted seasonal use passes will not hold member voting privileges with the Association. Revenues derived from seasonal use passes fees are to be used solely for the benefit of the Association’s business and its members. (Revised 01/05)
Any person who violates these rules, as outlined hereunder and in the accompanying Conduct Guidelines, is subject to being temporarily suspended or permanently barred from the Recreation Association facilities at the discretion of the Board of Directors (BOD) or from the swimming pool at the discretion of lifeguard with the approval of the RD and/or BOD. The BOD may invoke suspension before or after notice to and a hearing for the member.
Members in default of payment of any Recreation Association assessment will have their membership privileges suspended until payment of said dues and any associated fees incurred in the collection process are paid in full. Members, or their delegates, whose rights have been suspended or revoked by the BOD, may not use the association facilities as guests. These members may be required to surrender to the BD/RD all identification cards and keys for Recreation Association facilities until assessments are paid in full. Those members with extenuating circumstances should submit a written petition to the BOD that may grant leniency.
These rules are formally reviewed annually by the BOD during the off-season period (September through May). All members are invited to review these rules at any time and to recommend changes to the rules by submitting them to the BD/RD. Only written and signed proposals will be considered. Public notification will be given prior to any revisions to the rules going into effect. Any exceptions to these rules are made through the BD/RD and/or the Board of Directors.
All persons using the Recreation Facilities do so at their own risk and sole responsibility. The Recreation Association assumes no responsibility for an accident, injury, property damage or loss in connection with such use by members, staff, and their guests.
All members and others authorized by the BOD may receive identification cards. Members must present their IDs when entering the swimming pool.
Members are authorized to receive one ID for each person in their household. To receive IDs, an adult member and all other residents of each household must come to the clubhouse office during normal business hours.. An adult household member must sign and submit to the BD/RD a “Family Member Record” which contains an “Acknowledgment of Rules”.
Also included on the "Family Member Record" is a “Pool Permission" form. This form must be completed and signed by a parent or legal guardian each pool season if any minor children in a household, between the ages of ten (10) and seventeen (17), wish to bring in one guest to the pool facility. If this form is not on file or updated every year at the clubhouse, entrance to the pool will not be granted at the attendant's office. (See "Guest" Section hereunder for further detailed explanation of guest rules.)
Tenants who rent properties from homeowners in Four Seasons must have a “Delegation of Right of Enjoyment of Recreation Facilities” form on file at the clubhouse office. This form must be completed on behalf of the tenant, signed and dated by the landlord homeowner before membership privileges can be transferred to the tenant. Additionally, all dues assessments must be current on the leased property before tenants may use any facilities.
Bar-coded IDs are color coded to help identify persons, especially children, who need close observation at the facilities. Children, ages infant and up to three years old, require no IDs. Children, ages three through 17, require IDs, issued at two-year intervals, as outlined below. All others, age 18 and above, require IDs, issued at five-year intervals. Bar-coded , color IDs shall be issued as follows:
10 years of age and above............................... White ID Card
0-9 years of age.................................................Red ID Card
8-9 years of age + pool test*............................ Blue ID Card
The swim test consists of swimming one length of the pool and treading water for one (1) minute. The test must be administered in the presence a lifeguard. The lifeguard will determine if a child successfully has passed the swim test and submit those results to the RD.
IDs may be issued to members of each eligible family in the Four Seasons community. A fee of $3.00 is charged for each card. Member IDs which are lost, damaged, expired, or updated due to color-code changes may be replaced at the cost of $3.00 per ID.
A new “Family Member Record” must be completed every year. Parents sharing custody of children or foster children should list those children as permanent members of their households. Daycare children may be listed on the Family Member Record form and may receive a seasonal pass which covers the immediate pool season but not beyond. As guests of a member, they also must surrender a guest pool punch card at the door.
Members, or their tenants, whose rights have been suspended or revoked by the BOD for non-payment membership dues, may not use the association’s facilities as members or as guests, until payment of all delinquent dues and any associated fees incurred in the collection process are paid in full.
Guests to any facility must be accompanied by a resident over 10 years of age. Exception is made for an adult guest (for example, a visiting relative or a babysitter) who accompanies a child under the age of ten (10) to the pool for supervisory purposes. Full-time baby-sitters (daycare providers) may be listed on the “Family Member Record” form and receive an ID, but must surrender a guest punch card for entrance into the pool.
Guests must be registered at the entrance door by their hosts upon entering the pool area. All guest names must be logged in, along with the name and lot number of their host. Residents must present a pre-paid punch card or coupon for each guest entering the pool with them. Admission is good for the entire day, as long as members remain at the pool with their guests. Children three (3) years of age and under are admitted free.
Guest punch cards may be purchased by residents in the clubhouse office during normal business hours. No cash will be accepted at the pool entrance door. Guest admissions cost $1.00 per person; punch cards are sold in increments of five (5) or more.
A maximum of eight (8) guests per household may be registered on any one day. Approval for more than eight (8) guests must be obtained from the business office during normal business hours, and certain information provided before approval is given by the RD and/or the BD.
Children ten (10) through seventeen (17) must have a current written authorization ("Pool Permission" form) from a parent or guardian on file in the business office to bring one guest to the pool. A new Pool Permission form is required annually for each child age ten (10) through (17), for each pool season. Forms from previous seasons may be used provided parental permission is upgraded on that form for the current year. This permission may be granted for the entire pool season and may be withdrawn at any time by the parent, guardian, or the BD/RD. Children ten (10) through seventeen (17) may only have one guest at a time. Children ten (10) through thirteen (13) may only bring a guest age ten (10) years and older. Only those individuals fourteen (14) years and older may bring a sibling or guest under the age of ten (10) years, and must supervise them at all times.
MEMBERS ARE HELD RESPONSIBLE FOR THE ACTIONS OF THEIR GUESTS!
MEMBERS MUST REMAIN AT THE FACILITY WHILE THEIR GUESTS ARE PRESENT!
The Association may sponsor classes or courses to members. Any teacher, professional, or business must be hired or approved by the BD/RD.
All classes may be canceled at any time due to inclement weather or lack of registration. Equally, in order to hold classes, some classes may be combined due to lack of registration or age-appropriate instruction. Either case will be determined by the instructor and/or RD at the time classes commence.
Any member or person withdrawing from a class once registered or class has commenced may not be entitled to a refund of fees, unless determined appropriate by the RD.
Alcoholic beverages may be present at the Recreation facilities only after full compliance with the requirements of the Virginia Alcoholic Beverage Control Board, including the purchase of Banquet and Special Event Licenses, if needed. Virginia Law prohibits the consumption of alcoholic beverages by anyone under the age of 21. The Association assumes no liability for those who rent the clubhouse facility or pool who abate town, county, state and/or federal laws.
SWIMMING POOL RULES
Any person may be barred from the pool area at the discretion of a lifeguard for violation of rules, or for any other reason that constitutes a hazard to persons, property or to the facility. Foul language and inappropriate behavior are also grounds for dismissal from the pool at the discretion of a lifeguard. Please see the Conduct Guidelines attached hereto and made a part hereof for detailed information.
Anyone ten (10) years of age or older is issued a yellow-coded pass and may come to the pool unaccompanied. A child eight (8) through nine (9) years of age may come to the pool unaccompanied by an adult only after a swimming test, administered by a lifeguard, is successfully passed. The swimming test consists of swimming the lap length of the pool and treading water for one minute. All other children zero (0) through nine (9) years of age will be issued a red-coded pass and must be supervised at the pool by a responsible person at least fourteen (14) years of age. Children ages 0 through 7 who have passed the swimming test may swim without area restrictions, but must be accompanied by a responsible person at least 14 years of age. Children ages 0 through 7 who have not passed the swimming test are allowed only in the shallow, roped section of the pool, unless accompanied by a responsible person at least 14 years of age in the deeper areas of the pool. Children and adults who demonstrate inadequate swimming skills are not allowed to swim in pool depths that are dangerous to their wellbeing. These individuals must remain in areas so their feet touch the bottom of the pool while their heads remain out of water.
Only children under six (6) years of age are allowed in the wading pool; older children are not allowed at any time. Children in the wading pool must be accompanied at all times by a responsible person at least fourteen (14) years of age within the wading pool enclosure. The lifeguards are not responsible for supervision of children in the wading pool, and may ask members to leave the facility if children are left unattended.
Parents or guardians who bring children with red-coded passes to the pool must remain with them at all times, and at no time should parents or guardians leave the facility without them. Children left at the pool without adult supervision will be asked to leave the facility on their own and return home unescorted. Parents or guardians may be called to pick them up, depending on which option is age-appropriate for and in the best interest of the child. Parents and guardians are cautioned that occurrence and recurrence of this practice will cause a suspension of facility privileges.
Disposable “swim diapers” must be used on non-toilet trained and incontinent individuals. Swim diapers are allowed in the pool and may be purchased in local stores or at the pool. CLOTH AND DISPOSABLE DIAPERS ARE NOT PERMITTED. Cloth diapers do not retain waste when saturated by water. Disposable diapers can potentially cause drowning because of excessive water retention. The gel material in disposable diapers breaks down rapidly, causing matter to be deposited into the pool that gets into the filter system and creates a health hazard for all who enter the pool.
A lap lane will be roped off for lap swimming. Under certain circumstances, the lap lane may be used for other specific purposes when lap swimmers are not present (i.e., swimming lessons, swim team functions, etc.). The RD and/or the lifeguard staff will make adjustments when necessary to accommodate lap lane swimmers and those requesting to use the lap lane for a specific purpose.
Injuries, accidents and suspicious incidents must be reported to the lifeguard and/or RD immediately. All incidents must be on file and reported to the Fairfax County Health Department annually.
No wheeled vehicles are allowed in the pool area, except for infant carriages and wheelchairs. Roller blades or skates, skateboards, manual-, electric- or gas-powered scooters, bicycles, mopeds, etc. of any kind are not permitted in any part of the facility.
No pets are allowed in the pool area, with the exception of certified service dogs.
No persons having any infection, communicable disease or any open sore will be permitted in the pool.
Due to Fairfax County Health Department requirements, proper bathing suit attire must be worn in the pool. Cut-offs or street clothes are not allowed in the swimming pool. Certain attire, based upon restrictions imposed by religious beliefs, may be worn upon approval by the RD and/or lifeguard staff.
No persons experiencing diarrhea may enter the pool until they have been free of all symptoms for a minimum of two weeks.
No persons may purposely drink the pool water.
All persons must shower before entering the pool upon arrival at the facility, as well as after using the toilet facilities during their visit to the pool.
The pool may be closed for inclement weather, chemical adjustments or operational difficulties, among other things. Lightning will cause the pool to be closed for 45 minutes from the last bolt; thunder will cause the pool to be closed for 15 minutes. Hard-driving rain that diminishes a lifeguard's ability to see the bottom of the pool or to effectively maintain pool safety will cause the pool to close . The pool will reopen once good visibility is re-established. An air temperature of 65 degrees or below will cause the pool to remain closed.
Fecal matter, vomitous material, blood or other bodily fluids will cause the pool to close.
Running or horseplay on the pool deck, in the locker rooms and hallways, or in the pool will not be tolerated.
Glass containers (including drinking glasses) are not permitted in the pool or grassy area.
Diving and Diving Board Rules: “No diving” areas are specifically marked with tiles on the pool deck and include depths of four (4) feet or less. Only one person may be on the diving board at a time Divers may proceed only when the diving area has been cleared of swimmers. Diving is permitted straight away from the diving board only. Hanging by one’s hands at the end of the diving board is not permitted. Diving for objects other than those issued by the lifeguard is not allowed. Swimming in the diving area is allowed only when the area is closed to diving. The diving area is reserved for diving during the first 30 minutes of each hour.
Water Basketball Rules: Water basketball will be open in the three-foot area of the pool during the first 30 minutes of each hour, or at other low-occupancy times approved by the lifeguards on duty. Regulation-type basketballs are not permitted for use in the pool or for water basketball. Only those balls authorized by the staff may be used for water basketball. Unnecessary roughness during basketball play is prohibited. Hanging from the basketball rim, backboard, or standing on its base is prohibited. Moving the backboard to any other place on the pool deck, other than where designated by the RD and/or lifeguard staff, is prohibited.
Loitering around the lifeguard stand, lifeguard room, the parking lot, sidewalks and entrance to the pool is not permitted. Those doing so will be asked to move to another location or leave the facility. Failure to do so will result in suspension of privileges.
Toys and all flotation devices are restricted to the wading pool and the roped-off shallow end of the main pool at the discretion of the lifeguards on duty. Children with red-coded IDs using flotation devices in the main pool, must be in the water with a responsible individual at least 14 years of age. Only soft plastic and rubber toys are permitted. Toys shall not block the deck. Toys not in use must be placed next to the fence. Plastic facemasks and goggles are permitted. Staff on duty may disallow the use of toys, flotation devices, facial swim gear and more if the pool becomes overcrowded, items are misused or other safety hazards exist. Large flotation devices such as rafts and inner tubes shall not be allowed in the pool when there are more than 35 persons in the pool or, if such devices constitute a danger or inconvenience to other swimmers.
On the hour of each hour, a 10-minute break is called, as required by Fairfax County law. All persons under 18 years of age, except those accompanied by or being instructed by an adult, must leave the water. Final break of the day is called at 8:00 pm, after which residents and invited guests must clear the pool, are permitted to shower if desired, collect their belongings and depart the facility, allowing staff to perform final duties and close the facility by 8:30 pm. (Revised 01/05)
In accordance with Fairfax County Health Department standards, chewing gum and consumption of food or drink shall not be permitted in the pool, on the deck area of the pool, in the locker rooms or in the entrance hallway. The grassy area or the areas outside the facility are designated for all eating or drinking. No glass containers are permitted anywhere in the facility.
Arm and sand chairs are allowed in the wading pool enclosure. Lounge chairs will not be allowed in the wading pool enclosure. No chairs of any type are allowed in the wading pool itself.
Persons in street clothes or street footwear shall not be allowed in the swimming pool. Certain exceptions for swim wear will be made upon approval by the RD, in cases of pool maintenance and religious conscience.
Drinking of alcoholic beverages in the pool area, including the grassy area, is not permitted, except during private parties.
CLUBHOUSE RULES
No one under 18 years of age will be allowed in the clubhouse unless supervised by a person at least 21 years of age and attending the planned activity. Activities of minors and guests include monitoring the parking lot and surrounding association grounds during private parties by chaperones at least 21 years of age.
1. Facilities are available for use by staff and members during their reservation of facilities.
2. The user of these facilities is responsible for their correct use and for leaving them clean.
1. Use of the fireplace is prohibited.
2. 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.
3. The fireplace screen, or any other type of closure must remain in place at all times.
1. No cooking is permitted on the sun deck.
2. All food and drink substances spilled on the sun deck must be cleaned up immediately.
3. No glass containers of any sort are permitted on the sun deck.
4. No smoking on the sun deck.
5. No furniture may be stored on the sun deck during rentals.
6. No sitting on, leaning over or hanging off the railing or the stairway of the sun deck is permitted.
Wet swim apparel (bathing suits, trunks, shirts, footwear, etc.) and swim gear (towels, swim caps, toys, bags, flotation devices, etc.) will not be permitted at any time in the upstairs portion of the building. Those entering the office level of the clubhouse must first dry themselves thoroughly so no water will be tracked on the steps or the floor causing a potential trip hazard to other individuals or water damage to any part of the facility.
Decorations must be approved by the BD/RD.
All decorations must be removed immediately following any clubhouse rental.
No animals will be allowed in the clubhouse or on its grounds, with the exception of seeing-eye dogs.
All fecal waste deposited by domestic animals must be removed immediately.
CLUBHOUSE PARKING LOT RULES
1. The clubhouse parking lot is intended solely for the use of Four Seasons residents and their guests while using the clubhouse and/or recreation facilities, unless otherwise approved and posted.
2. Only vehicles that can be legally driven on public roads may use the lot. Any vehicle parked in the lot that is not “street legal” (cannot be legally driven on public roads) will have a notice posted to the vehicle, requesting the owner remove the vehicle from the lot. If the violation still exists on the vehicle after seven (7) days, the vehicle will be towed at the owner’s expense without further notice.
Inoperable vehicles may not be parked in the lot. Any inoperative vehicle, including, but not limited to, vehicles with flat tires, found in the lot will have a notice posted to the vehicle, requiring the owner to remove the vehicle from the lot within 48 hours. After 48 hours, if the vehicle is not removed or if no response is received from the owner, the vehicle will be towed at the expense of the owner without further notice.
Unsafe vehicles may not be parked in the lot. Any vehicle constituting a safety hazard, including but not limited to, vehicles on jacks or blocks, is subject to immediate removal without notification.
3. All bicycles must be stored in the bicycle rack. Bicycles found on Recreation Association property but not in the bike rack will be turned over to Herndon Police for disposal.
4. No commercial vehicles or over-sized vehicles may be parked or stored in the parking lot, except those specifically retained by the Recreation Association in the performance of repair work. Commercial vehicles are defined to be any motor vehicle, trailer or semi-trailer used for commercial purposes. An over-sized vehicle is defined to be any vehicle that extends beyond the length of the parking space into the drive aisle or extends over the curb. Any commercial or over-sized vehicle parked in the lot will have a notice posted to the vehicle, requesting the owner remove the vehicle from the lot. If the vehicle still remains in the lot after seven (7) days, the vehicle will be towed at the owners’ expense without further notice.
5. The lot is to be used on a short-term basis only. No vehicles should be left in the lot for more than seven (7) days and only in areas designated for overnight parking. After seven days, a notice will be left on the vehicle, requesting the owner remove it from the lot. If the vehicle is not removed or if no response is heard from the owner, the vehicle will be towed at the expense of the owner without further notice.
6. No vehicle maintenance or repairs of any kind may be performed in the lot. Anyone performing vehicle repair work will be requested to immediately remove the affected vehicle from the parking lot or be subject to immediate towing.
7. Requests by recognized clubs or organizations to use the lot for special activities, such as a car wash, should be scheduled through the business office and approved by the BOD.
8. Loitering in and around the parking lot is prohibited and shall be considered trespassing. This includes blocking the entrance way and sidewalks into the pool facility and around the fence perimeter, as well as disturbing vehicles or any other private property belonging to members or guests using the facilities. These violations will constitute trespassing and may result in privilege suspension and subsequent legal action. Public consumption of alcoholic beverages in the parking lot or on other recreation grounds and facilities without the expressed permission of the BOD will result in immediate notification to Herndon Police, to enforce the appropriate town, county and state laws.
9. Private party rental responsibilities include use and monitoring of the parking lot and surrounding association grounds during private functions. ANY DAMAGE SUSTAINED OR MAINTENANCE REQUIRED IN AND AROUND THE CLUBHOUSE PARKING LOT, ADJOINING COMMON AREAS OR RECREATION FACITILIES AND GARAGE AS A RESULT OF A PRIVATE RENTAL WILL BE ASSESSED TO THE RESPONSIBLE PARTY AND COULD ALSO RESULT IN SUSPENSION OF PRIVILEGES AND LEGAL PROSECUTION.
10. An overnight parking area has been designated and consists of the parking lot spaces between the garage and the dumpster. This is the only area in which overnight parking is permitted. Any vehicle parked overnight in any other area of the parking lot is subject to immediate towing without notice. Enforcement is performed by the Association’s towing contractor through periodic sweeps through the parking lot.
11. Any vehicle which has previously been towed from the lot and is returned to the lot with the same violation will automatically be towed with no further notice to the vehicle owner.
12. Use of unlicensed vehicles for recreational purposes, including but not limited to motorized bicycles, all- terrain vehicles, mini-bikes, motorized scooters, pocket bikes, go-carts, mopeds, dune buggies or other recreational vehicles are prohibited on Association grounds, including the sidewalks, the courts, the athletic field or the common ground areas abutting the townhome properties. Use of all such recreational vehicles is solely for the purpose of transporting individuals to and from Association facilities for an intended purpose and must be parked appropriately in the parking lot.
(Rev. 2/2017)
1. The dumpster in the clubhouse parking lot is for the exclusive use of office personnel, hired contractors, private facility rentals, Association and civic meetings, daily and seasonal recreational functions, and by special permission only.
2. The dumpster is not to be used for the disposal of trash by any residents or tenants of properties in Four Seasons – private dumping is not allowed – The dumpster is monitored at all times.
3. Individuals discovered dumping personal trash in the dumpster, or within its vicinity, will be reported to the Herndon Police Department and will face prosecution, legal fees and court costs.
4. Individuals discovered dumping personal trash in the dumpster, or within its vicinity, will be fined at least $75.00, and up to $500.00, by the Association for each offense.
5. For disposal of large or additional items not normally picked up during weekly trash collection, residents and tenants should contact the Town of Herndon’s Department of Public Works at (703) 435-6853 to arrange a special pick up. The current rate for this service is determined by the Town of Herndon. (Revised 02/17)
Players Only
Tennis courts are restricted to players only. Please, no babies, toddlers and/or animals.
Adults and Juniors
1. Tennis courts are open equally to adult members and juniors (under 16 years of age) every day prior to 6:00 P.M. and all day and evening (8 am until dusk) weekends and holidays.
2. After 6:00 pm (until sunset) on weekdays, juniors may play if a court is available but they must yield when adult members arrive. Adult members retain priority if playing with a junior.
Scheduled Lessons
A tennis professional or tennis organization may be contracted by the Recreation Association, to provide lessons and other services to the members. When lessons for groups and/or individuals are scheduled, sufficient notice shall be posted stating which court is designated for these activities. Any members playing on the court scheduled for lessons will be asked to yield the court. The additional court adjacent to the scheduled court will remain open at all times for use by the members.
Care of the Courts
1. To prevent damage to the courts' surface, no pets or wheeled vehicles are allowed, with the exception of wheelchairs. Also, only smooth-soled tennis shoes are to be worn.
2. Players are to ensure that the gates are kept closed at all times.
3. Players are to loosen nets after playing.
4. No ball sports (other than tennis), roller blades or hockey of any kind on tennis courts.
Waiting Order and Time Limits
1. Singles are limited to one hour maximum; doubles to one and one-half hours maximum; a single player practicing alone may not take a court. However, if the single player takes a court before others begin waiting, then the single player is limited to one-half hour maximum.
2. Racquets placed on hooks located adjacent to the gate will indicate the player next in line.
3. When playing on a court, the player may not have a racquet on a hook.
4. In order to take a court, all players must be ready to play.
General Court Rules
1. The time limit on the practice wall shall be one-half hour if someone is waiting.
2. No skateboards, roller skates, bicycles or other wheeled vehicles, with the exception of wheelchairs.
3. No pets, with the exception of certified service dogs.
4. No audio equipment (CD players, boom boxes, radios, cell phones unless using headphones or the like).
5. No smoking products, chewing products or alcoholic beverages.
6. No ice hockey or field hockey sticks on courts.
7. Open 8 a.m. until dusk.
8. No one shall be allowed on the courts when the gates have been closed and locked for repairs or any other reason. Disregard of this rule shall constitute trespassing and result in legal consequences.
ATHLETIC FIELD RULES
Reservations
Residents and other groups are permitted to reserve the athletic fields for organized practices and/or games by calling the clubhouse office. Non-residents are allowed to reserve the fields if the fields are not scheduled for residential or club use; non-residents must pay an hourly fee for use of the fields and must reserve the fields through the office with the BD/RD before using the facilities.
Scheduled Use
The Association is a strong promoter of youth sports. Many young people and parents alike within Four Seasons participate in leagues sponsored by civic groups throughout the community. In cooperation with and in exchange for field maintenance and equipment upgrades, during the spring and fall soccer seasons, Herndon Youth Soccer (HYS) has a standing reservation for field use. When the field is not scheduled for use by a youth team, residents may use the field without reservation on a first come, first served basis. A copy of the field schedule is available to residents by calling the clubhouse office during normal business hours at (703) 437-1811.
If the field is scheduled for use by anyone or any group, residents must yield the field to the reserving team unless otherwise instructed and agreed upon by the coach or person responsible for that team. In the event of a dispute between a resident and the scheduled team, the scheduled team’s reservation shall prevail. If the resident refuses to leave the field, the coach or person in charge of the scheduled team should contact the RD and/or the BOD to advise of the dispute. If the dispute cannot be resolved with the assistance of the RD and/or BOD, the coach or person in charge of the scheduled team must contact the Herndon Police Department to request assistance, to remove the resident party from the field. Residents failing to yield the field or abide by the rules of the Association may face suspension of privileges to the field and other Association facilities.
The reverse also holds true – if a resident is using the field on a first come, first served basis, and anyone or any group claims the field but does not have a scheduled reservation, the resident will prevail and hold the field. When the field is being utilized in a non-reserved status and others are waiting to use the field, there will be a one-hour limit for the users.
Special Use Requests
Lining the athletic field, use of portable goals and other field equipment normally required for soccer, lacrosse or similar games is permitted, provided approval for such special use is given by the RD, the BD, and under certain circumstances, the BOD. Temporary equipment such as goals should be removed after scheduled use to avoid damage or vandalism by unknown parties. The Association will assume no responsibility or liability for any and all equipment left behind or field set-ups performed by residents or other groups.
The Association does not allow any adult league or amateur/professional games without specific permission for use of the athletic field.
Inclement Weather and Field Conditions
The Association follows the inclement weather and field condition policies outlined by the Town of Herndon and Fairfax County Parks and Recreation for closings due to bad weather and poor conditions. All residents and scheduled teams alike must subscribe to these closings in order to preserve the integrity of the athletic field and to assure the safety of players. Individuals may access that information on any given day via the internet, by visiting the website of HYS at www.herndonyouthsoccer.org and then clicking on “Field Conditions”. The site is updated daily by 3:15 pm.
Under no circumstances, should any individuals, residents and scheduled teams included, be on the athletic field during storm conditions when thunder and/or lightning is visible. If anyone is found on the field during inclement weather, they will be directed to leave immediately. If those persons due not comply, they will face suspension of privileges to the field and other Association facilities.
Wheeled Vehicles
No motorized or other wheeled vehicles, except wheelchairs and those used for authorized maintenance, are allowed on any part of the field.
Pets
No pets are allowed on the field, with the exception of seeing-eye dogs.
All fecal waste deposited by domestic animals must be removed immediately.
Health and Safety Rules
Any person or group creating a health hazard or leaving waste other than in proper receptacles may be barred from use of the facilities.
No persons or groups may use the field during inclement weather of any kind.
No alcoholic beverages are allowed on the field or its surrounding perimeter.
No open fires, grills or combustible materials are allowed on the field without the express permission of the RD, the BD or the BOD.
No person may scale the fenced area surrounding the grassy area of the swimming pool or the pool itself to retrieve lost equipment. Any such person discovered within the perimeter of the grassy area and/or swimming pool fence may face immediate suspension of field privileges and other Association privileges. Any such person also may face substantial financial penalties for damage sustained to the fencing surrounding the grassy area and/or swimming pool fence. To retrieve lost equipment, you must contact the clubhouse office during regular business hours at (703) 437-1811. Any retrieved items then will be held in the clubhouse office for pick up. (Rev. 01/05)
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.
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