Fallen Timbers Family Recreation Club
307 Edgerton Drive
Waterville OH 43566
Phone Number: 419-878-8669
TABLE OF CONTENTS
FT Rules and Regulations for 2007 Page 2
FT Bylaws for 2007 Page 6
Membership Information Page 15
Member information updated through May 2007
2007 RULES AND REGULATIONS OF
FALLEN TIMBERS FAMILY RECREATION CLUB
(FTFRC)
The following rules and regulations are for the protection and benefit of all members. These rules have been established to assure the safe and sanitary operation of the club facilities. All members, their families, and guests shall observe all rules and obey instructions of the pool manager and other employees.
I. GENERAL CLUB RULES
A. Club facilities are open to member families in good standing and their guests only. We do not have any inactive stocks, all dues are payable on request.
B. The Member using the facility must establish membership status.
C. Swimming and tennis guests must be registered at the gatehouse.
D. Children under 10 years of age must be supervised by a responsible adult or person designated by
the family.
E. The cost of property damage will be charged to the responsible club member.
F. Bicycles/Scooters must be kept in bicycle parking area only. A $1.00 fee will be charged for
bikes/scooters confiscated for not being in the proper parking place.G. Members shall drive slowly and carefully in club vicinity. Cars should not take up more than one parking space. All parking by participants of FTFRC activities shall be within property boundaries of the club.
H. FTFRC is not responsible for loss or damage to personal property.
I. No abusive language is permitted.
J. The pool manager, club employees, and board members have the authority to enforce all club rules.
K. Any operation problems that are not satisfactorily resolved with the pool manager should be referred in writing to the appropriate member of the Board of Directors.
L. A pool lifeguard must be hired to be in attendance for all clubs sponsored events after 10:00 PM until closing. Event chairpersons must make those arrangements with the pool manager when the event is scheduled at the club.
M. For informal gatherings after 10:00 PM until the club closes, the pool manager, night manager or a Board Member must be in attendance.
N. Abuse of rules and regulations by members, their families and/or guests can result in suspension of club privileges or loss of membership. Infractions of the rules and regulations that cannot be satisfactorily resolved by the pool manager or the designated responsible person, will be dealt with as follows:
The member will be notified in writing of the infraction. On receipt of the letter, a meeting will be called between the member and all involved persons, the pool manager, and a member of the Board to help solve the problem. If the above-mentioned group cannot resolve the problem, the matter must be brought before the entire Board of Directors for action. The Board’s decision will be final.
O. All radios and tape players must be used with earphones.
P. The pool manager has the authority to close the pool when the temperature falls below 65 degrees or when severe weather threatens.
Q. If the pool is closed due to severe weather, the pool deck must be vacated immediately and will remain closed for 30 minutes following the last thunder heard.
R. The serving or consumption of alcohol by any person under the age of 21 on the grounds of FTFRC is strictly prohibited. Any infraction of this rule could result in the loss of all membership rights.
II. GUEST POLICY
A. Out of town guests, day or overnight, may use club facilities providing this privilege is not abused and guest fees are paid.
B. Non-members within a ten-mile radius are limited to no more than five (5) visits to club per session.
C. A paid baby sitter shall be admitted anytime at no cost with the proper notification of the pool manager. If additional non-members accompany the babysitter, guest fees are applied but the five (5) visit, per year, limit is waived.
D. All guests must be accompanied by at least one member of the club and signed in at the office.
E. Guest fees are to be paid in cash according to the following schedule:
Under two years………….FREE
Ages two thru adult………$4.00 per visit (limit 5 visits)
Weekly family rate………$20.00 per week for overnight guests (limit of 2 weeks)
F. Notify Board for approval of individual situations.
G. A member who works as a babysitter may bring the supervised children for a cost of $3.00 per visit with the five (5) visits per year limit being waived.
III. SWIMMING RULES
For health and safety reasons, all members shall observe the following:
A. The pool hours shall be posted at the guardhouse.
B. Ten-minute rest period out of every hour for children under 18 years of age. Adults and children under 5 accompanied by an adult are allowed in the pool during this time. Children not swimming must be at least 3 feet back from the edge of the pool.
C. Any child under 8 years of age must be accompanied by an adult or responsible person designated by the family on the pool deck. Children 8 or 9 years of age must pass a designated swim test to be admitted on the pool deck without the supervision of an adult or responsible party. However, a responsible adult or person designated by the family MUST BE on the club premises. Children 10 and older may come to the pool without supervision and may be required to pass a swim test.
D. Water wings and other flotation devices are allowed if parent is in the water with the child or within arm length on the pool deck.
E. Use of the kiddy pool is restricted to those not eligible for large pool. Adult supervision is required inside the kiddy pool area at all times.
F. No running, pushing, wrestling, or causing undue disturbance in or about pool area.
G. Admission shall be refused to anyone with skin abrasions, colds, coughs, inflamed eyes, infections, or wearing bandages.
H. Expectorating (spitting) and blowing nose in pool is prohibited.
I. Chewing gum in or around swimming area is prohibited.
J. Equipment such as balls, inner tubes, or squirt guns will be used at the discretion of the pool manager.
K. No glass containers permitted on the pool deck area.
L. The pool manager or attending lifeguard has authority to enforce all rules and to restrict activity considered unsafe, unsanitary, or abusing of other members' rights.
M. No pets allowed in pool area.
N. All members shall use the pool and its facilities at their own risk.
O. All posted signs must be obeyed.
P. No swimming unless lifeguard in on duty.
Q. Pool will be closed to general swimming during swim meets and swim lessons.
R. Lounge chairs are reserved for adult use first. Anyone under 16 must relinquish chairs to adults when demand exceeds supply.
S. Upper deck is for person’s 12 years and over.
T. No disposable diapers permitted. Swim diapers and swim liners will be permitted in the kiddy pool only.
U. No talking to lifeguards on duty unless it is an emergency.
V. If the weather turns threatening and the pool is closed, all members and guests must vacate the pool grounds immediately.
W. Members and guests are expected to dispose of their cups, candy wrappers, cans, etc. into the proper containers.
X. All persons will become quiet when the whistle blows.
IV. SPECIAL DIVING RULES
A. Diving area for diving only. General swimming in diving area only when lifeguard indicates. No diving anywhere except diving well.
B. Only one person on diving board at a time.
C. Excessive bouncing on the diving board is prohibited.
D. Dive straight off board.
E. Do not dive until area in front of board is clear.
F. Pool manager or attending lifeguard may restrict any diving activity considered unsafe.
V. TENNIS RULES
A. Courts may not be used for any purpose before 9:00 AM.
B. All players must register at the guardhouse. Guest fee will be $3.00, limited to 5 visits per year.
C. Tennis shoes only can be worn on the courts.
D. Court time will be limited to a maximum of 1 ½ hour periods.
E. Members may reserve a court in their name by calling or signing up at the guardhouse. THERE IS NO PERMANENT COURT TIME AT FT.
F. No reservations can be made for more than two (2) days in advance.
G. Each member must limit court reservations to one (1) per day.
H. A person having a court reservation must cancel reservation at pool office if unable to keep reservation. If the reservation is not canceled, first offense will be a warning. For every offense thereafter, you may be penalized by a $5.00 fine and/or must stay off the courts for one week, which includes league play.
I. Any member may use a forfeited court or an unreserved court on a first come, first served basis.
J. A court is considered forfeited if player fail to show up after ten (10) minutes.
K. School age children may not reserve courts after 4:30 PM on any day unless an adult accompanies them or they hold a full time job that prohibits their play during the day. They may use empty courts until an adult comes to claim it or until the court gets reserved.
L. Players must give up the court at the end of their designated time.
M. Tournaments will have precedence over any reserved time.
N. Regular league play will have precedence over individual reservations.
O. Non-players must remain out of fenced tennis court areas.
P. Lost tennis balls may not be retrieved from neighboring properties.
Q. Proposed tennis rule changes or additions must be submitted in writing to the tennis trustee. He will review the changes and consult the Board of Trustees.
R. All USTA Adult league players must be FTFRC members and will be required to pay a one time $10 fee, per team to play. Fees will be collected by team captains and turned in to FTFRC.
S. When FT hosts a USTA Adult Team match, any open court shall remain closed to open play until the entire TAIL match is completed.
VI. USE OF CLUB FACILITIES FOR PARTIES
A. All parties must be sponsored by a club member and must have approval of the Board of Directors.
B. No exclusive use of the club facilities will be allowed. Members using facilities should understand that pool members could still use the shelter house and grills since we cannot grant exclusive use.
C. Member requesting use of pool facilities will be responsible for all damage and costs.
D. The pool manager or designated responsible person is authorized to terminate any private party that abuses property or private rights of people living in the vicinity of the pool (excessive or abusive noise).
E. Persons attending parties held during normal pool hours will be considered as guests of the sponsoring member. Appropriate guest fees will apply as well as rules.
F. Arrangements for use of facilities must be made through the pool manager.
G. All private parties (not sponsored by FTFRC) will be limited to no more than 60 people. Non-members will be assessed the normal guest fee. All such functions will be limited to no later than 10:00 PM, including clean-up time. A deposit of $50.00 and the completion of a reservation form will be required.
THESE RULES MAY BE REVISED OR ADDITIONAL RULES ESTABLISHED AT ANY TIME BY THE BOARD OF TRUSTEES.
THE BYLAWS
OF
THE FALLEN TIMBERS FAMILY RECREATION CLUB
Adopted: August 2003
ARTICLE I: NAME
This non-profit organization is incorporated under the laws of the State of Ohio as The Fallen Timbers Family Recreation Club (The Club or FTFRC).
ARTICLE II: PURPOSE
The purpose for which this club is formed is to provide recreational opportunities for the exclusive use of members and their guests.
ARTICLE III: MEMBERSHIP
Section 1 Membership
The members shall be all of those persons who are stockholders and their family unit in good standing. Children of this family who are married or maintain a separate domicile will not be considered part of this membership
Section 2 – Membership Limit
Membership in this club shall be limited to 350 voting Members as defined by our Special Use Permit with the Village of Waterville. Each of the board of trustees shall by a majority vote be able to sell up to 10 new stocks at an average price of the last 10 stocks sold by a majority vote. This section will be voted on at the annual meeting by the membership on a yearly basis.
Section 3 – Voting Memberships
Each membership shall be entitled to one (1) vote in the government of the club.
Section 4 – Selection of Members
Application Procedure
Anyone wishing to join FTFRC must complete a membership application available from the Director of Membership. The application and all annual dues and applicable assessments must be returned to the Director of Membership for processing.
A. Board of Trustees Voting Procedures -The Board of Trustees shall vote on each applicant after receiving the recommendation of the Director of Membership, at the meeting at which recommendation is given. Membership shall be conferred upon those applicants who shall be approved by a majority of the members of the Board of Trustees
B. Privileges of Applicants - Full access to facilities shall commence on the day in which the applicant is approved. Notification of such shall be made by the Director of Membership.
Section 5 – Record of Membership
The Director of Membership shall keep a membership book containing the name and address of each member of the Club and the date of admission to membership, as well as the date of termination or transfer of such membership for whatever reason.
Section 6 – Transfer of Membership
Any voting membership in the Club may be transferred by gift or sale to any persons or person having the required qualifications of membership and approved in the manner provided in Section 5., The Board shall have the first option of purchase of the stock. Purchase price shall be determined by the average price of the last five (5) stocks sold.
Section 7 – Pro-Rating Dues
Any member selling/transferring stock ownership by gift or sale shall be responsible for dues. Upon sale/transfer of the stock (i.e.: approval by the Board) the original owner shall be due any prorated portion of the dues. Dues shall be prorated on a monthly basis over the six (6) month operational period of the club (May 1 though October 31 annually). For example: stock sells June 10th, original owner is entitled to a refund for the months of July, August, September and October.
Section 8 – Resignation
Any member of this club may withdraw at any time subject to the provisions contained in this Constitution. Upon, withdrawal, the Member may transfer by gift or by sale his voting membership, consistent with the provisions of Section 7 but shall not be entitled to a refund of any portion of the current year’s dues, unless approved by a majority vote of the Board of Trustees.
Section 9 - Code of Conduct:
All members shall be required to adhere to the following Code of Conduct:
Section 10 – Disciplinary Action -Members
Any Member may, for just cause, be suspended or membership revoked by a unanimous vote of the Board of Trustees. The length of the suspension and/or restitution shall be determined by the Board of Trustees.
ARTICLE IV: FISCAL YEAR
The fiscal year of the Club shall begin November 1 each year and shall end October 31 of the following year.
ARTICLE V: MEETINGS
Section 1 – Annual Members Meeting
The Annual Meeting of the Corporation shall be in August in and at such place and time as the Board of Trustees may determine.
The annual meeting shall be for the purpose of election of officers and trustees, appointment of nominating committee, the presentation and consideration of committee reports and the transaction of such other business as may be indicated in the notice of the meeting in Article V Section 3 or which may be brought before the membership.
Section 2 – Special Meetings
Special meetings of the Club may be called by any of the following:
1) The President of the Board of Trustees
2) The Trustees by action at a meeting, or a majority of the Trustees acting without a meeting
3) 10% of voting members.
Section 3 – Notice of Meetings
Written notice stating the time and place of all annual and special meetings shall be given either by personal delivery or by mail not less than 10 nor more than 60 days before the date of the meeting to each voting member by the President or Secretary of the Club. If such notice is mailed, it shall be addressed to the member at his address as it appears on the records of the Club. Notice of adjournment of a meeting need not be given if the time and place to which it is adjourned are fixed and announced at such meeting.
Section 4 – Voting Rights of Members
Voting Members whose dues are fully paid shall be entitled to one vote on each matter properly submitted to the Members for their vote, consent, waiver, release, or other action. Voting Memberships shall be entitled to vote either in person or by proxy.
Section 5 – Quorum
If notice of the meeting was given consistent with Article V, Section 3, then at least 10% of the voting membership shall be present to constitute a quorum for such meeting.
If notice of the meeting was not given consistent with Article V, Section 3, then at least 25% of the total number of current active voting memberships shall be present to constitute a quorum for such meeting.
The affirmative vote of a majority of voting memberships so represented at such meeting shall be required for the authorization or taking of any action voted upon, unless a greater number or fraction or percentage of the whole is required by law or by the Constitution of the Club.
Article VI – Government
The Club shall be managed by a Board of Trustees; five (5) in number: the President, the Vice President, the Secretary, the Treasurer and the Director of Membership.
Article VII – Trustees
Section 1 – Election of Trustees
At each annual meeting of the Club that shall occur, Trustees shall be elected from the voting membership for a two-year term. The position of President, Secretary, and Director of Membership shall be elected on the odd years with Treasurer and Vice President elected in the even years.
Section 2 – Removal from Office
A Trustee may be removed from office for good cause by a 75% vote of the membership of the Club attending a meeting duly called for this purpose. Any trustee who shall cease to hold membership in the Club or fails in any 12 month period to attend two thirds of the Board of Trustees’ meetings as to which proper notice was given for such meeting, shall cease to be a member of the Board of Trustees.
Section 3 – Vacancies
If any Trustee dies, resigns or is removed from office, the remaining Trustees shall fill such vacancy for the balance of the unexpired term by a vote of the majority of their number. In the event of a tie the Operations Chairperson shall cast the deciding vote.
Article VIII – Board of Trustees
Section 1 – Authority of Board of Trustees
Trustees are vested with all the power and authority necessary to carry out the purpose of this Club; however, the Board of Trustees may delegate such authority as is necessary to the standing committees and other committees to exercise all power and duties of the Board of Trustees to carryout the express purposes of the Club. A quorum shall be three (3) trustees. Each trustee shall have only one (1) vote per position.
Section 2 – Necessary Meetings
The Board of Trustees shall meet at least once a month during the months of January, February, March, April, May, June, July, August, September and October.
Section 3 – Bank Procedure
The Board of Trustees shall designate the bank or banks in which funds of the Club shall be deposited and determine the manner in which checks, drafts, and other instruments for payment of funds at the Club shall be executed. However, the Board of Trustees shall always require that the Treasurer sign all checks, drafts, or other instruments for the payment of money drawn in the name of the Club. If the Treasurer is unable to provide signature then two of the other trustees must sign/endorse the club check. The Treasurer shall be bonded at the expense of the Club for the protection of the Club.
Section 4 – Annual Financial Review
The Board of Trustees shall have the books of the club reviewed annually after the close of the fiscal year by Certified Accountants selected by the Trustees, who shall neither be Trustee, nor officer of the Club. The reviewed report shall be available to the members.
Section 5 – Credit Authority
Nothing in this Constitution shall be construed to permit the Board of Trustees to borrow or pledge the credit of the Club without specific approval of the membership at a duly held meeting.
Section 6 – Review of Decisions of the Board of Trustees
All decisions and actions of the Board of Trustees are subject to review of the membership and may be modified or rescinded by a majority vote. Meetings called for such a purpose shall be governed by the rules of Article V.
Section 7 – Indemnification
The Corporation shall indemnify each person, who is or was a Trustee, ex officio Trustee or officer of the Corporation, against any and all liability and reasonable expense that may be incurred in connection with or resulting from any threatened, pending, or completed action, claim, suit or proceeding whether civil, criminal, administrative or investigative, in which he may become involved by reason of his being or having been a Trustee, ex officio Trustee, or officer of the Corporation, or by reason of any past or future action, taken or not taken in his capacity as such Trustee, ex officio Trustee or officer, whether or not he continues to be such at the time such liability or expense is incurred, provided that such Trustee, ex officio Trustee, or officer acted in good faith, in what he reasonably believed to be in the best interests of the Corporation, and provided further, that he had no reasonable cause to believe that his conduct was in violation of any criminal statute, ordinance or otherwise unlawful. As set forth in this article, the terms “liability” and “expense” shall include, but not be limited to, counsel fees, proper expenses and disbursements, and amounts of judgments, fines, or penalties, court costs, amounts paid in settlement by such Trustee, ex officio Trustee, or officer of the Corporation. In the event that a question arises as to whether or not such Trustee, ex officio Trustee, or officer of the Corporation has met the standard of conduct here in above set forth in this article, such question shall be determined conclusively by a majority vote of a quorum of the Board of Trustees consisting of trustees not involved in such claim, action suit or proceeding. The Corporation shall indemnify said Trustee, ex officio Trustee, or officer of the Corporation, in case any such threatened or pending action, claim, suit, or proceeding is terminated or reduced to judgment or settled by agreement of the parties thereto, such indemnification to include counsel fees, court costs, and other expenses reasonably incurred by him in any amount paid in settlement, upon approval of said settlement by a majority vote of a quorum of the Board of Trustees consisting of trustees, ex officio Trustees, or officers, shall apply with equal force and effect to the executor, administrator, and estate of any deceased Trustee, ex officio Trustee, or officer. The indemnity herein provided and to be provided by the Corporation to the Trustees, ex officio Trustees, or officers shall apply with equal force and effect to each person who is or was serving, at the request of the Corporation as a Trustee, Director, or officer of another Corporation, non-profit or for profit, partnership, joint venture, trust, or other enterprise. The Corporation may purchase and maintain insurance: 1) To indemnify Trustees, ex officio Trustees, and officers under the provisions of this article, 2) To indemnify Trustees, ex officio Trustees, and officers in instances in which they may be indemnified by the Corporation under the provisions of this Article.
Article IX – Standing Committees
Section 1 – Membership of Standing Committee
Each standing committee; as outlined above, shall be headed by a Chairperson. This Chairperson shall agree to serve a one (1) year term (September though August). The chairpersons are responsible for recruiting volunteers to help with the completion of their committee responsibilities including providing reports, budget numbers and additional information as requested by the board.
Section 2 – Standing Committees
The Standing Committees, seven (7) in number, shall be: pool, grounds, swim team, entertainment, operations, work hours and tennis. The duties and powers of this standing committee shall be as follows:
A. The Pool Committee shall exercise supervision over all facilities of the pool including the pump room, chemicals, pool maintenance, etc.
B. The Grounds Committee shall attend to improvement, supervision and maintenance other than the pool, including the clubhouse, bathhouse, parking lot, tennis courts, playground area, landscaping, etc.
C. The Swim Team Committee shall be responsible for maintaining league membership and maintain all requirements necessary for the swim team operation. They shall also be responsible for hiring swim team coaches.
D. The Entertainment Committee shall be responsible for the coordination of all events other than swim team functions, through the recruitment of volunteers. These events shall include, but are not limited to tennis activities, social gatherings, and youth activities.
E. The Operations Committee shall exercise supervision over pool personnel, concession stand and clubhouse while the pool is officially open and shall be responsible for defining a job description for Night and Day Pool Managers. This job description shall be in writing and approved by the Board of Trustees.
F. The Work Hours Committee shall be responsible for keeping track of all completed work hours of members, organizing calling committees and notify the Treasurer of members who have not completed work hours for subsequent billing.
G. The Tennis Committee shall be responsible for any and all activities that pertain to tennis such as leagues, tournaments, mixers, lessons, sign-up sheets, rules of play, and U.S.T.A. liaison.
Article X – Officers of the Club
Section 1 – Duties of the Officers
The President shall preside at the meetings of the Club and the Board of Trustees and shall be Chairman of the Board of Trustees. He/She will be an administrator of the Club. He/She shall appoint, subject to the advice and consent of the Trustees, all special committees as may be directed. He/She shall be, ex officio, a member of all committees.
The Vice-President, in the absence or disability of the President, shall act in his stead. He/She shall, under the direction of the President, attend to the business and financial operations of the Club. He/She shall be, ex officio, a member of all committees. He/She shall be responsible for an annual review of all Insurance policies maintained by the club. This individual shall be responsible for the recruitment of personnel to fill the standing committee positions. This individual shall be responsible for the collections of delinquent member accounts for the club.
The Secretary shall keep all books and records of the Corporation, including corporate minutes. He/She shall keep the minutes of all meetings of the general membership and the Board of Trustees, and such other committee meetings as directed by the President. He/She shall send out the notices of the meetings of the Club and of the Board of Trustees and may attend to the correspondence pertaining to his office as may be asked of him by the Board of Trustees. He/she shall also responsible for development of the monthly newsletter
The Treasurer shall attend to the keeping of the accounts of the Club, collecting its revenues and paying its bills as approved by the Board of Trustees. He/She shall deposit funds of the club received by him in the name of the Club in such depository as may be authorized by the Board. He/She shall perform such other duties pertaining to his office as may be asked of him by the Board.
The Director of Membership shall be responsible for all applications, sale of share of stock, record keeping of certificates, membership database and the proper procedures for transferring the stock certificate. Position shall also be responsible for tracking all completed work hours, organizing calling committees and notifying treasurer of members to be billed for incomplete work hours
ARTICLE XI FEES AND DUES
Section 1 – Initiation Fees
The initial fee for membership in the Club shall be determined by the Board of Trustees annually.
Section 2 – Club Dues and Fees
A. The Board of Trustees shall establish dues on or before November 1. Such dues shall be due on or before the first day of March each year. A 10% penalty shall be charged on all dues received after March 1. Dues notices shall be published and distributed in the December, January and February newsletters. Payment of the annual dues is the sole responsibility of each membership. Participation fees, including swim team, tennis team, or others as deemed necessary will be determined and published in the newsletter no less than 15 days prior to the final due date of the fee.
B. Dues and assessments not paid by April 1 shall be considered delinquent, and said members automatically suspended by the Board of Trustees. Any membership thus suspended shall immediately be notified in writing by the Treasurer of the suspension. If the indebtedness shall not be paid within fifteen (15) days after the sending of such notice, a lien shall be placed against the membership. Thereafter, a penalty of 1.5% per month shall be levied against the unpaid balance. All club privileges are immediately suspended for the membership (see Article III Section 1 for definition of membership) until such time that all dues, fees and/or assessments are made current.
C. In the event of the suspension of a member any reason of indebtedness owing to the Club and the failure to satisfy the lien on the membership of the delinquent, the Club may cancel the membership of the delinquent when the amount of the indebtedness exceeds the average market value as established by the current Board of Trustees.