Use of Association Facilities

Facilities Rules 2010

General

A.  This publication sets forth the policies and rules for use and upkeep of:     

1.  The "The Roundhouse" community center and its associated areas and facilities

2.  The Fitness Room located in the Roundhouse

3.  The Pool and Spa located in the Roundhouse

4.  Lifeguards Duties & Expectations

5.  The "Village Green” surrounding the Roundhouse

6.  The "Tot Lot" located North West of the Roundhouse

7.  The Picnic Area, Boxwood Garden and Bike Trail in the area of the Condominiums,

8.  The traffic gate located at the intersection of Roundhouse Lane and West Street

B.  The governing documents of the Association call the above "common areas" or "common facilities."

General Use Policy

A.  The facilities and areas noted above are for the exclusive and mutual use of "residents in good standing" of the two named Associations and of the guests of "residents in good standing," but only when: such guests are sponsored, and accompanied at all times, by a "resident in good standing." Houseguests occupying a resident's premises may be considered "a resident in good standing", if the owner has obtained Board approval

B.  A "resident in good standing "is an Owner whose Association assessment payment is not delinquent; that is, is not more than 30-days past due from me first day of any month and not in violation of any applicable Association governing documents, regulations, or rules.

C.  A "resident in good standing" is also a renter of a living unit from an Owner whose Association assessment payment is not delinquent, and who is not in violation of any applicable Association governing documents, regulations, or rules. Both residents and their guests can be barred from facilities for bad conduct endangering other guests. On a temporary basis, the lifeguard can determine this, or on a longer basis, it is up to the Boards.

B.  Duties and Responsibilities.  The Management Committee shall be responsible for overseeing the use, operation and maintenance/repair of the Pool; and overseeing the use, operation and maintenance/repair of the Pool and Community Building Facilities, the Picnic Area, the Tot Lot, the Bike Trail, the Boxwood Garden, and the Gate; and shall have the authority reasonably to:

(i) Establish the length of the swim season and the hours of operation of the swimming pool, and the hours of operation of the community building, on a year-round basis.

(ii) Select and review the method of operation, including any pool operator or maintenance contract with respect to the Pool and Community Building Facilities, the Tot Lot, the Picnic Area, the Bike Trail, the Boxwood Garden, and the Gate, or any of them

(iii) Review the adequacy of insurance coverage, and review insurance claims.

(iv) Promulgate uniform rules and regulations for the use and operation of the Pool and Community Building Facilities, the Tot Lot, the Picnic Area, the Bike Trail, the Boxwood Garden, and the Gate, or any common area under joint partnership.

(v) Establish uniform guest fees for the use of the Pool and Community Building Facilities.

(vi) Review the adequacy of maintenance of the Pool and Community Building Facilities, the Tot Lot, the Picnic Area, the Bike Trail, the Boxwood Garden, and the Gate, or any of them.

(vii) Ensure that all Townhouse Owners and all Condominium Owners are treated equally.           

(viii) Suspend the right of use of the Pool and Community Building Facilities, the Tot Lot, the Picnic Area, the Bike Trail, and the Gate for non-payment of assessments or violations of rules and regulations.

(ix)  By September 1 of each calendar year propose and forward an annual operating budget for the next calendar year to the Board of Directors of both OTVOA and OTVCUOA for the operation and maintenance of the Pool and Community Building Facilities and the Gate.

Disclaimer of Liability:

A.  The two Community Associations, their Boards of Directors, the Managing Agents of both Associations, as well as the employees, agents or servants of these entities shall be held harmless from any and all claims, liabilities and other action by any Owner, and by any guest(s), tenant(s), or licensee of any Owner, arising from, or the result of, any accident, injury or other occurrence which causes loss or damage to life, limb or property sustained in connection with, or as a consequence of, the use of these facilities, except when such is clearly proved to have resulted from and have been proximately caused by the direct negligence in the operation, care, or maintenance of these facilities by the entities or individuals cited in this paragraph.

General

The Roundhouse community room, fitness room, patio, and restrooms are available for use by individual residents during the hours of 5 AM to 10:30 PM daily (except as noted in the specific rules for these facilities, and unless the meeting room and/or patio have been earlier reserved, as noted below).

Community sponsored events, approved by both Boards, shall have priority over private use of these facilities.

In general: (1) No one under the age of 12 is allowed to use the Roundhouse or Patio unless personally accompanied and supervised at all times by an adult resident; and, (2) No one under the age of 21 may reserve any portion of the Roundhouse or the Patio.   

See complete "Rules" below.

Reserving the Roundhouse and/or Patio

A.  The Roundhouse Community Room may be reserved by any group of adult residents for a community-associated activity during the hours of 8 AM to 10:30 PM. This includes setup, breakdown, and cleanup etc. Activities that begin one day and end the next day are considered as two separate days for rental purposes.

B.  The Patio may be reserved by any group of adult residents for a community-sponsored activity during the hours of 8 AM to 10:30 PM. daily. Activities that begin one day and end the next day are considered as two separate days for rental purposes.

C.  Reservations (only between the hours of 12 noon and 10:30 PM) for the use of the ROUNDHOUSE COMMUNITY ROOM AND PATIO (both are rented as a unit) by an individual resident or group of residents for any non-community associated or private activity will be approved if the reservation does not conflict with an activity scheduled as in (a) or (b) above and will be accepted only upon the submission and receipt of a completed.   "Reservation Request and Agreement Form" including the prepayment of required fees, to Legum & Norman at least seven (7) days prior to the planned event.    Activities that begin one day and end the next day are considered as two separate days for rental purposes.

(1)  The "Reservation Request and Agreement Form," available from Legum & Norman requires:

(a) the name and address of the resident/sponsor;

(b) a detailed description of the planned event;

(c) the date,  start and end times, of the event;

(d) the total number of people to be invited to the event, both by number of residents and number of guests;

(e) the date and time mutually agreed upon by the resident/sponsor and a Legum & Norman representative for a pre-event inspection of the requested facility [i.e. see (3) below];

(f) the prepayment of fees by check, payable to "Legum & Norman/OTVOA."

(2)  The rental fee deposit is $100 per rental day plus $100 for cleaning. One hundred dollars ($100) will be deposited in Association accounts for each rental day:  sixty ($60) dollars for cleaning the Roundhouse and forty dollars ($40) for the Facility Reserve Fund.  One hundred dollars ($ 100) will be held as a security deposit, and will be returned subject to (3) below.

(3)  The resident/sponsor and a Legum & Norman representative, or a member ofthe management committee with the knowledge of the Boards, or a Boardmember from either the condos or the townhouses, will conduct two (2) joint on-site inspections of the requested facility:   one prior to the planned event and another during the morning of the first business day immediately following the event. The inspector will use a prepared checklist. Prior to the event, deficiencies will be noted in writing on the checklist, the list will be signed and dated by both the resident/sponsor and the representative, and the two individuals will set the time to meet during the morning of the day immediately following the event for a post-event inspection using the aforementioned checklist.   If no new deficiencies are noted during the latter inspection, the security deposit will be refunded in full. However, if a deficiency or deficiencies are noted, the cost of repairs or replacement will be deducted from the deposit. If the cost exceeds $100, the charge beyond that amount will be added to the resident's/sponsor's assessment account to be collected from that account. (Note: If the resident/sponsor is a Tenant, he or she will be billed the charge above $100 dollars, but the Owner may be held liable for unpaid charges.)

Use of the Roundhouse and/or Patio

A.  Only a "resident in good standing" who is age 21 or more may reserve the Roundhouse community room and/or the Patio, but only during the hours of 8 AM to 10:30 PM for a community-associated activity, or only during the hours of 12 noon to 10:30 PM for a private activity.

B.  Community-associated events, sponsored by individual residents or a group of residents, and community-wide events approved by either Board, have priority over private use of these facilities.

C.  Note: The Fitness Room is not available for reservation, and is not to be used in any way in conjunction with a reserved activity. Priority of use is to all residents in good standing from 5 AM to 11:30 PM daily. Likewise, the Pool, the Spa, and the Village Green cannot be reserved.

D.  No preparation or cooking of foods is permitted in the Roundhouse or on the Patio.  However, hot plates including those with Sterno heating are permitted to keep food warm.

E.  The resident/sponsor of a private activity must be in attendance at all times during the activity. Any absence will be cause to terminate the activity.

F.  These facilities will not be reserved or used for commercial activities, political events, or non-resident functions. Further, nonresident owners may not reserve or use these facilities.

G.  No non-community associated or private event may charge or solicit in any way an admission fee. Further, no such activity will offer or allow a cash bar.

H.  No advertising of a non-community associated or private function is permitted.  Community-related activities may be advertised by newsletter, flyers, or posters in the Roundhouse.

I.  The Roundhouse has a limited occupancy. No event shall exceed the posted occupancy of 330 persons.. Any event exceeding this number, either planned or by an actual count during the event, will either be disallowed before the event or terminated at the time of the event.

J. All participants in any activity at these facilities are to remain inside the Roundhouse and/or within the confines of the Patio.

K.  Neither the Roundhouse front door nor the door to the patio is to be "propped" open at anytime.

L.  No noise making devices/equipment are permitted outside the Roundhouse between the hours of 6:00 PM and 10:30 PM  unless it is approved by the boards, such as a  Summer party and similar events. Music and conversational noise should not carry beyond the limits of the Roundhouse and Patio. Residents who wish to report excessive noise or a disturbance at the Roundhouse or Patio may call the police, and should use only the non-emergency number: (703) 691-2131.

M.  All food must be consumed within the Roundhouse and/or the confines of the Patio.

N.  No smoking is allowed in the Roundhouse.

O. Guests without guest parking passes must park their cars outside Old Town Village proper. Police may be called to ticket vehicles that violate Association parking rules, and vehicles may be towed from Old Town Village at the expense of the vehicle owner.

P.  All furnishings brought into the Roundhouse and/or onto the Patio for the event must be removed, and all refuse created as a result of the event must be taken from these areas by the sponsor. Any trash or waste left in these areas will result in a portion or total amount of  the sponsor’s security deposit being withheld from sponsor's security deposit.

Q.  No furnishings or furniture in the Roundhouse or on the Patio are to be moved outside or taken beyond the Patio.

Part II - The Fitness Room

A.  The fitness room is a high use area. It is for the exclusive use of residents in good standing and invited guests from 5 AM to 11:30 PM daily.

B.  The Fitness Room is not for rent and may not be used in conjunction with a reserved activity.

C.  Users who may wish to work with a personal trainer should schedule sessions outside of peak hours of use and be considerate of others working out in the Fitness Room.

D.  Safety is the watchword for the Fitness Room. People using the equipment must use it in a manner that encourages fitness, but does not endanger themselves or other people in the area.

E.  Children under the age of fourteen (14) are not allowed to use the equipment unless they have completed the following: 

i.  they initialed each essential safety rule, and they certified that they have read, understood and will abide by the rules. 

ii.  their parent or guardian certifies that they understand there is no supervision in the exercise facility, that their child understands and will abide by safety rules, and that the child has their permission to use the exercise facilities. 

F.  The TV volume must be kept low enough to allow normal conversation. People are encouraged to be cooperative and share the television.

G.  At peak hours, usually before work and immediately after, when there is a queue to use equipment, residents/invited guests must limit their workouts on high demand equipment like the stationary bikes, treadmills, and cross-trainers to thirty (30) minutes.

H.  No food may be consumed in the Fitness Room.  Beverages are limited to soft drinks and water in non breakable, spill proof containers.  Alcohol is never permitted in the Fitness Room.

I.  Users must clean equipment (mats, weight machines, aerobic devices, etc.) and return all weights and other equipment to storage racks.

J.  Cleaning solvents and paper towels available for use next to the free weight storage racks. Please note these are paid for by the community and not for personal use in your residences.

K.  Users are requested to report damage and equipment problems to the Community Manager at (703) 848-4323.

Part III - Use of the Pool and Spa

General

A.  The pool and spa are for the exclusive use of residents in good standing and their invited guests. Each Owner/household may have up to four guests use the pool or spa at any one time.

B.  The pool and spa are not for rent and may not be used in conjunction with any reserved activity. No parties may be held in the pool area.

C.  Owners must sign-in and sign-out on the sheet provided at the lifeguard station. Owners must also sign in all their guests. Legum and Norman has provided passes to all residents for their guests. Guests must display the pass to the lifeguard to obtain entry to the pool on weekends and holidays.

D.  Access to the pool and spa is controlled. An Owner's serial numbered magnetic card allows access to and use of these facilities.

E.  Owners, and their guests, may use these facilities on condition they abide by these rules and only when the Pool Operator is on duty (e.g., during posted hours of operation – see items “s” and “t “below).                                                                                                  

F.  People age 12 and under must be accompanied by an adult (age 21 or more) in the pool or spa at all times.

G.  All people should shower before entering the pool or the spa. Despite water treatment, water can easily breed a range of diseases.

H.  All people within the pool and spa areas must follow the instructions of the lifeguard on duty. The lifeguard is charged to uphold safety and health requirements and standards of conduct.

I.  People with bandages, open sores, infections, or inflamed eyes are not permitted in the pool or spa.  Children who are not completely toilet trained must wear "swim diapers.”

J.  Spitting, running, pushing, rough play, and diving are not permitted.

K.  Kick-boards, small flotation devices, and toys may be allowed in the pool depending on the density and age range of swimmers at the discretion of the lifeguard.

L.  Play pens and wheeled vehicles, except wheelchairs and strollers, are not permitted in the pool or spa areas.

M.  Pets, except for working dogs that assist handicapped persons, are not permitted in the pool or spa areas.

N.  Alcohol and drugs, and those under the influence of either, are not be allowed in the pool or spa areas.

Q.  Radios/CD players may only be used in the pool and spa area with earphones.

R.  Pool furniture is to remain in the pool area. Patio furniture is to remain in the patio area.

S.  Pool and spa hours of operation are Noon - 8:00 PM M-F, and 10:30 AM-8:00 PM weekends and holidays.

T.  Lap Swim schedule is 7:00 PM - 8:00 PM M-F and 12:45 PM - 1:00 PM, 1:45 PM - 2:00 PM, 2:45 PM - 3:00 PM, 3:45 PM - 4:00 PM, 4:45 PM- 5:00 PM on Saturday, Sunday, and holidays. The lifeguard will ask children to leave the pool during the times reserved for lap swim. The lifeguard has the discretion to suspend the lap swim periods if no lap swimmers are using the pool.

Part IV - Lifeguards’ Duties and Expectations

General

 1.   Possess at all times required license and American Red Cross lifeguard   training     certificate.

 2.  Provide courteous, reasonable and mature enforcement of the written pool and spa rules.

 3.  Fill out any accident reports as necessary.

 4.  No personal guests, friends or personal phone calls while on duty.

 5.   Maintain any required Health Department Records.

 6.   Report all City of Alexandria inspections immediately to Community Manager   Mark Johnson of Legum & Norman telephonically at 703-848-4326.

 7.  Keep and post written records of chemicals added to the pool and spa as directed.

2. If danger, call Alexander Police and Fire at 911.

Pool Opening

1.  Opening times:

       a.  Weekdays/non-holidays: 12:00 PM to 8:00 PM

       b.  Saturdays, Sundays, Holidays: 10: 30 AM to 8:00 PM

2.  Be at pool 30 minutes prior to opening.

3.  Lock gate into patio and return key to lock box.

4.  Vacuum pool bottom, clean waterline tiles and empty skimmer baskets to maintain sparkling pool appearance.

5.  Put out SIGN IN/OUT sheets.

6.  Clean pool office daily and as required.

7.  Clean the pool area, including patio and place all trash in containers at spa entrance to pool.

Part VI - Tot Lot

A.  The Tot Lot is a high use area. It is for the exclusive use of children of residents in good standing and invited guests

B.  The Tot Lot is not for rent and may not be used in conjunction with any reserved activity.

C.  Safety is the watchword for the Tot Lot. Adults must supervise children as they use the equipment, playing in a manner that doesn't endanger those around them.

D. The tot lot is for small children, and adults should use their judgment in allowing play on the swings etc.

E.  Pets are not allowed in the Tot Lot.

F.  Tot Lot hours are 9:30 AM until 8:30 PM.

Part VII - Picnic Area

A.  The Picnic Area is located in the Condominium Commons Area. It is for the enjoyment of all OTV residents in good standing and their guests.

B.  Hours of operation are 8:00 AM to 10:30 PM on a first-come-first-served basis.

C.  Loud music and disruptive noise is prohibited after 10:00 PM.

D.  Those using the Picnic Area must clean up after themselves.

Part IX-Bike Trail

A.  The Bike Trail is the striped part of the roadway that runs through the Condominium area along West Street, Roundhouse Lane, and South Payne Street.

B.  Motorists and cyclists should practice defensive driving to avoid accidents with each other.

Part X - Traffic Control Gate

A.  The Gate is located at the corner of Roundhouse Lane and West Street. Its purpose is to reduce traffic through Old Town Village, thereby preserving the private streets that the OTV community owns and maintains at its own cost.

B.  Each residential unit in the community may have transmitters to operate the gate. New transmitters or transmitters to replace damaged or lost ones may be purchased through the current OTVOA management agent, Legum and Norman.

C.  Motorists and cyclists must practice defensive driving when on our community streets.

Robert R. Hardiman                         Ruth Arnold                   Susan Allison

OldTown VillageCondominium Unit Owners’ Association: