Sierra Canyon Association Policies, Rules and Guidelines All Members of the Sierra Canyon Association share a community responsibility for its function, purpose and success. Please familiarize yourself with these Policies, Rules and Guidelines, and ensure your Guests and/or Tenants are also familiar with them. Adopted by the Sierra Canyon Board of Directors, 08/12/2015. Any individual Policies, Rules or Guidelines that have been amended/added subsequent to that date will be indicated in that item’s footer. Revisions included thru 10/14/2015.
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Sierra Canyon Association€¦ · Fitness Coordinator Community Management Company staff member responsible for the fitness programs, supervising independent contractors, and management
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Sierra Canyon Association Policies, Rules and Guidelines
All Members of the Sierra Canyon Association
share a community responsibility for its function, purpose and success.
Please familiarize yourself with these Policies, Rules and Guidelines,
and ensure your Guests and/or Tenants are also familiar with them.
Adopted by the Sierra Canyon Board of Directors, 08/12/2015.
Any individual Policies, Rules or Guidelines that have been amended/added subsequent to that date will be
indicated in that item’s footer. Revisions included thru 10/14/2015.
Policies, Rules and Guidelines Table of Contents
Adopted by BoD, 08/12/15
Table of Contents
Cover
Table of Contents
Preface: How to Use this Document
Glossary and Acronyms
Chapter 1: Introduction
Chapter 2: Sierra Canyon Association
Chapter 3: Aspen Lodge and Social Activities
Chapter 4: Athletics and Fitness Center
Chapter 5: Communications
Chapter 6: Outdoor Areas
Chapter 7: Board, Committee and Member Meetings
Chapter 8: Finances, Fees and Assessments
Chapter 9: Violations and Fines
Appendix A Tutorial: Governing Documents for Sierra Canyon and Somersett
Appendix B Board Resolutions and Policies Made Obsolete by this Document
1. Chapter Number and Title 4. Section Number and Title
Adopted by BoD, 08/12/15 1
How to Use this Document
1. This document is organized as a set of chapters, each of which presents the Policies, Rules and
Guidelines for a given theme or common topic.
1.1. The Table of Contents lists the Chapters.
2. Each chapter is in turn divided into sections. Each section is an individual policy, (set of) rules, or
guidelines on a given topic.
2.1. The first section of each chapter introduces the chapter, and then lists the individual sections
in the chapter, thus a table of contents for the chapter
3. Each topic is presented as a numbered sequence of items and sub-items. If this page is in section 4
of chapter 1, then this item can be referenced as 1.4.3
3.1. And this sub-item can be referenced as 1.4.3.1
3.2. The first digit is the chapter number
3.3. The second digit is the section number
3.4. The third, and if applicable fourth digit, indicate the item and sub-item
4. Headers and footers provide key information and assist in navigation:
4.1. The header of each page of the chapter shows the chapter number and title on the left
4.2. The header of each page of the section shows the section number and title on the right
4.3. The footers on the left show the Board Resolution number and date that the
Policy/Rule/Guideline was adopted. Initially all will be “Adopted by BoD, 08/12/15”, but as
sections are updated, they will convey the new adoption information
4.4. The page number within the section is shown in the lower right of each page.
Chapter Number/Title Section Number/Title
Board Resolution/Date Page Number within
Section
Policies, Rules and Guidelines Glossary and Acronyms
Adopted by BoD, 08/12/15 1
Glossary and Acronyms
Administrative Community Management Company staff member providing system and clerical
Assistant support to the Community Management Company team and the Board of
Directors; duties are assigned by the Community Management Company
Assistant Community Management Company staff member responsible for monitoring
Community non- compliance with community standards, architectural policies, and
Manager procedures; supports the Community Manager in other operational areas
ARC Architectural Review Committee for Sierra Canyon
AGC Aesthetic Guideline Committee for Somersett
Association Depending on context, the Sierra Canyon Association or the Somersett Owners
Association
Board or The elected/appointed individuals responsible for conducting the affairs of the
Board of Directors Association
BoD, BOD Board of Directors of the Association
Bylaws The set of procedural rules governing how the Association functions and
regulates itself, including the procedure on how they may be amended
CC&Rs Covenants, Conditions & Restrictions, recorded when the planned community
is created and as may be amended from time to time
CM Community Manager
Community A professional management firm whose business is to provide administrative
Management and financial operations services to common interest communities such as the
Company Sierra Canyon Association. Effective March 1, 2015, First Service Residential is
the Community Management Company for the Sierra Canyon Association
Community Manager An individual who is the lead representative of a Community Management
Company and the primary point of contact between the Company and the
Association. The title/position requires certification by the Nevada Real Estate
Division and may include certification from a professional society such as the
Community Association Institute
Del Webb Reno Common name for the legal entity Sierra Canyon by Del Webb at Somersett
Fitness Coordinator Community Management Company staff member responsible for the fitness
programs, supervising independent contractors, and management of the
fitness equipment and the Fitness Center; duties are assigned by the
Community Management Company
Policies, Rules and Guidelines Glossary and Acronyms
Adopted by BoD, 08/12/15 2
Front Desk The Sierra Canyon Association’s office in the Aspen Lodge
Governing Document One of the several documents that govern common interest developments
such as the Sierra Canyon Association. Examples include the CC&Rs, Articles of
Incorporation, the Bylaws, the Rules, Policies, & Guidelines, and the recorded
Subdivision Map for Sierra Canyon Association
Guest A friend or relative of a Resident, when using the facilities of the Association
(SCA sponsored activity, Resident Group, Aspen Lodge etc.). Guest in this sense
need not be a visitor (guest) in a Resident’s home and may be of any age
HOPA Housing for Older Persons Act - an amendment to the federal Fair Housing Act
that allows age restrictions in housing
Independent An individual or a group of individuals contracted directly by the Association to
Contractor(s) perform specific skilled tasks for the Association. These tasks include but are
not limited to fitness class instructions, construction project work, and special
social events. All Independent Contractors are selected and managed by the
Community Management Company. The Independent Contractors must satisfy
all insurance and certification, if applicable, required by the Community
Management Company
Lodge Attendant A Community Management Company staff member primarily responsible to
provide customer service assistance to all users of the Association’s common
facilities; duties are assigned by the Community Management Company
Member An Owner (generally a homeowner) in the Sierra Canyon development, and
who therefore is automatically a Member of the SC Association. An Owner may
or may not be a Resident
NRS Nevada Revised Statutes
NRS 116 Chapter 116 of the NRS specifically is the Common Interest Community
Ownership Act and Related Laws
Owner A person or legal entity who holds fee simple title to any lot in the Sierra
Canyon development
PR&Gs Policies, Rules & Guidelines - The Sierra Canyon Association’s collection of
Board promulgated actions governing actions, activities, behavior (see R&Rs)
Program Coordinator A Community Management Company staff member currently responsible for
coordination of resources for groups and Association sponsored events; duties
are assigned by the Community Management Company
Policies, Rules and Guidelines Glossary and Acronyms
Adopted by BoD, 08/12/15 3
PUD Planned Unit Development - City of Reno approved development plan for a
Developer’s Planned Community/Common Interest Community
R&Rs Rules & Regulations - usual acronym in common interest communities for the
rules governing what can be done, and regulations governing behavior that are
promulgated by the Board of Directors of the community
Resident Member (homeowner) living in Sierra Canyon, or a Tenant who is registered
with the Association
Resident Agent Nevada law requires Nevada Corporations to have an in-state agent (either a
business or individual) who is designated to receive service of process when that
Corporation is a party in a legal action such as a lawsuit or summons
SC Sierra Canyon
SCA Sierra Canyon Association
SOA Somersett Owners Association
Tenant A person leasing or renting a Member’s residence
Unit Owner Term used in PUD for lot owners. See Owner and Member
1. Introduction 1. Chapter Content
Adopted by BoD, 08/12/15 1
1. Introduction
This chapter provides an introduction to the Sierra Canyon Association Policies, Rules and Guidelines
(PR&Gs) document, one of the Governing Documents for the Sierra Canyon Association.
All lot/home owners in Sierra Canyon are automatically Members of the Association, and as a condition
of ownership, they agree to abide by the Governing Documents of the Association.
This chapter contains the following sections:
1. Chapter Content
2. Sierra Canyon Association - a brief introduction to the Association
3. Role of This Document - the specific role of this PR&Gs document relative to prior Rules and
Regulations documents, Board resolutions, and other documents
4. Chapter by Chapter Contents - brief description of the contents of the various chapters
Note: If there is any conflict with these PR&Gs and the CC&Rs, the CC&Rs shall
control.
1. Introduction 2. Sierra Canyon Association - Briefly
Adopted by BoD, 08/12/15 1
Sierra Canyon Association - Briefly
1. When Sierra Canyon, (a Planned Unit Development or planned community) was initially established
in 2004, a Community Association, known as the Sierra Canyon Association, was also formed to
provide for the governance of this community. As a condition of their ownership, the owner of a lot
and/or residence within Sierra Canyon automatically becomes a Member of the Association, and
agrees (as part of the closing process) to abide by the Governing Documents of the Association.
2. Sierra Canyon is also an active adult retirement community, i.e., an age restricted housing
development under the Fair Housing Act, and the Housing for Older Persons (HOPA) Act of 1999,
section 100.306. The Sierra Canyon CC&Rs contain restrictions on ownership and occupancy to
ensure Sierra Canyon remains HOPA compliant.
3. There are several Governing Documents for the Association. The full set of Governing Documents
and their individual jurisdictions is discussed in Appendix A. This document, the Sierra Canyon
Association Policies, Rules and Guidelines (PR&Gs), is an organized collection of all the current
policies, rules, and guidelines that have been adopted by the Board of Directors since the inception
of the Sierra Canyon Association, and through the approval of these revisions by board resolution
R2014-1, becomes one of the Governing Documents.
4. The Sierra Canyon Association maintains a web site:
http://www.sierracanyonreno.com
where information relating to the Association can be found. A full description of its contents can be found in
7. Board, Committee and Members Meetings - summarizes policies related to meetings of the
Association, its Committees, and Code of Conduct for Board and Committee members.
8. Finances, Fees and Assessments - covers management of Association finances & monies, its fees
and assessments, and the delinquency and collections policy.
9. Violations and Fines - focuses on violations of the CC&Rs, Bylaws, PR&Gs (from minor infractions
through abandoned properties); it includes a list of the most common and recurring violations
(yard maintenance, garage doors, signs, etc.).
10. Appendix A - presents a tutorial on the role of the various Governing Documents for Sierra Canyon
and Somersett, how they interrelate with each other and with the city, county, and state laws.
11. Appendix B - lists the prior Board Resolutions and Policies replaced (made obsolete) by this
document when adopted.
2. Sierra Canyon Association 1. Chapter Content
Adopted by BoD, 08/12/15 1
2. Sierra Canyon Association
This chapter provides information about the purpose, legal status, organization and management of
the Sierra Canyon Association, Association Membership, Conduct of Members, Facilities and Activities
of the Aspen Lodge and the Association media.
This chapter contains the following sections:
1. Chapter Content
2. Purpose and Legal Status
3. Organization and Management
4. Members, Tenants and Guests
5. Guests Under 18 at the Lodge
6. Conduct of Members, Residents and Guests
2. Sierra Canyon Association 2. Purpose and Legal Status
Adopted by BoD, 08/12/15 1
Purpose and Legal Status
1. The Sierra Canyon Association is a Nevada nonprofit corporation formed to operate and maintain
commonly owned facilities and to promote the use and enjoyment of the commonly owned
facilities by qualified residents.
2. The Association, as an incorporated entity, is a private property owner and an employer (directly or
through a firm under contract to provide management services).
3. The Association enforces policies, rules and guidelines (PR&Gs) established by its Board of Directors
in accordance with its Governing Documents. Members and Tenants have specified privileges in
the use and enjoyment of Common Area properties, but are subject at all times to the Association’s
right to reasonably regulate and control its facilities and property. In the event of a conflict
between these policies, rules, and guidelines and another Association document, the higher
document shall prevail.
4. A primary responsibility of the Association is enforcement of the Governing Documents by:
4.1. Establishing reasonable Policies, Rules and Guidelines regulating use of all Common Area
properties.
4.2. Administering and enforcing the Architectural and Landscape Design Guidelines and the
CC&Rs which apply to all residences in the community/development.
4.2.1. The ARC approves/disapproves exterior changes (some structural improvements, .e.g., a
patio cover, require Somersett AGC approval and may require a submittal fee).
4.2.2. The Assistant Community Manager (on behalf of the Board) performs post
installation/construction enforcement (following the Violation Policy chapter 9, section
2, described later)
4.3. Managing, maintaining, operating, and controlling all areas of common ownership (e.g., the
Aspen Lodge, parks, landscaping, etc.).
5. These Policies, Rules and Guidelines are for the benefit of Members, Residents and their Guests so
they may enjoy the community, lifestyle, common facilities, physical surroundings, and programs to
the fullest. They provide for a reasonable level of protection of the Association’s assets to assure
their ongoing maintenance and availability for future use.
6. The PR&Gs for Sierra Canyon, and the overall approach of the Association in performing its mission
and responsibilities to its Members does not over regulate, but at the same time the Association
proactively anticipates problems that may arise in the community while treating all residents on an
equal basis. It is expected that all Sierra Canyon Residents and Guests will be respectful of the
Community Rules and of other Residents and Guests.
2. Sierra Canyon Association 3. Organization and Management
Adopted by BoD, 08/12/15 1
Organization and Management
1. The CC&Rs were recorded when the Sierra Canyon Subdivision Map of Somersett was recorded
with Washoe County. The Articles of Incorporation then filed with the Secretary of State as a non-
profit Corporation for a Common Interest Community. Both of these events had to happen prior to
the inaugural Board Meeting. Details can be found in Appendix A.
2. The Sierra Canyon Association at its inaugural Board Meeting April 1, 2004, adopted the following
by Resolution: Bylaws, Corporate Seal, established its Principal Office (the Aspen Lodge address at
1798 Del Webb Parkway West, Reno, NV 89523), designated a Resident Agent, formed the initial
Architectural Review Committee (ARC), established initial Design Guidelines, and adopted the
original Rules and Regulations. Since that time, over 40 Board Resolutions and a similar number of
Policies and Guidelines have been adopted by the Board of Directors. The Design Guidelines have
since been updated, and this document is an update to the Rules and Regulations.
3. The Association is governed by a Board of Directors, whose members are either elected or
appointed as specified in the CC&Rs and Bylaws. The Board is empowered to exercise all the duties
necessary and appropriate for the administration of the Association’s affairs, and to perform all
responsibilities and to exercise all rights of the Association as stipulated in the Governing
Documents as provided by law. The Governing Documents grant the Board the authority to make
and enforce Rules and Regulations deemed reasonable and appropriate for responsible
management of the Association.
4. The Association, as a Corporation, is governed by:
4.1. An annual meeting of the Members as mandated in the Bylaws
4.2. Regularly scheduled Board Meetings (notices for which are posted on the SCA website)
4.3. Standing committees called for in the Bylaws (Architectural Review Committee, and
Nominating Committee), and whose members are appointed by the Board
4.4. Appointed committees that the Board has established to advise and make recommendations
to the Board on particular topics (e.g., Budget & Finance Committee, Facilities Committee),
4.5. Ad hoc committees charged with performing a short term task (e.g., the Policy, Rules and
Guidelines Committee charged with updating existing R&R documents).
4.6. All committees take minutes and create reports that are available to all Association Members.
5. SC Association Documents: Documents of the Association are available on the Sierra Canyon
website. Some may also be reviewed at the Aspen Lodge. Documents can be copied for Residents
for a nominal fee.
6. Membership data is restricted from public access to protect Members’ rights and expectations of
privacy. A Members’ directory is available online, but Members must consent to be in the
directory.
2. Sierra Canyon Association 3. Organization and Management
Adopted by BoD, 08/12/15 2
7. The Governing Documents of the Association permit the Board of Directors to hire a licensed
professional Community Management Company to be responsible for the administrative and
financial operations and recordkeeping of the Association. The BoD President or his/her designee
shall be the single authorized Board member to interact with the Community Management
Company on all matter relating to the management of the Association.
8. As a Corporation, the Sierra Canyon Association has the option of either directly contracting
individuals, or contracting with a Community Management Company to hire, staff and manage the
appropriate individuals to meet the requirements and service levels of the Association, including
providing a licensed Community Manager. The Association chose the latter route as of March 1,
2015, when First Service Residential was contracted to be the Community Management
Corporation for the Association.
9. Note that members of the Board of Directors of the Sierra Canyon Association, and Members
serving on Committees established by the Board, are volunteers and receive no remuneration for
their service, other than reimbursement of expenses incurred in carrying out the business of the
Association.
2. Sierra Canyon Association 4. Members, Tenants and Guests
Revised by BoD, 10/14/15 1
Members, Tenants and Guests
1. Whether or not a Sierra Canyon homeowner occupies his or her home, the homeowner a Member
of the Association. If a Member leases/rents their Sierra Canyon home, their tenants are NOT
Members of the Association, but may use the facilities of the Sierra Canyon Association under
circumstances described below.
2. Sierra Canyon is an Age-Restricted Housing Development. In accordance with the “Housing for
Older Persons Act” of 1999 (HOPA), the Bylaws and the Declaration of the Association, the
Community Manager maintains accurate information, including age information, on all Residents
(Members or Tenants). A report to the Board is provided at the annual Member Meeting. To that
end, it is necessary for Residents to respond to an age information survey from time to time to
comply with HOPA.
3. Residents must meet the age restrictions (at least one person in the household must be 55 or
older) in order to occupy the property, unless they already lived in the house with an age qualified
Resident who is no longer there.
4. Tenants:
4.1. Must meet the age restrictions
4.2. If a Member rents or leases their home to a Tenant, the Member remains responsible for
paying all assessments on the property to the Association
4.3. The Member is responsible for providing the Association Front Desk with a copy of the
completed rental/lease agreement, providing their own forwarding address and phone
number, and having their Tenant(s) obtain/complete the new Tenant Registration Package
(see item 5)
4.4. The rental agreement will be placed on file for the duration of the agreement
4.5. While the property is leased, the Member may not use the Association facilities
4.6. If the Member becomes delinquent in Member assessment payments, both the Member and
their Tenant will lose all Association privileges until the account is made current
4.7. It is the Member’s responsibility to collect the Tenant(s)’ nametag(s)/access card(s) upon the
termination of the lease and to submit them to the Association Front Desk
4.8. It is the Member’s responsibility to assure that their Tenant(s) abide by the Association
Governing Documents
4.9. Tenants do not vote in Association elections, and normally do not attend Association Board,
Committee or Member Meetings.
2. Sierra Canyon Association 4. Members, Tenants and Guests
Revised by BoD, 10/14/15 2
5. Registration Packets: New Residents (Member or Tenant) must obtain an Owner or Tenant
Registration Packet at the Lodge Front Desk, complete it, and turn the completed copy in at the
Front Desk. The packages include: Registration Forms, and Informed Consent Agreements. The
completed forms must be accompanied by copies of drivers’ licenses or other government issued
identification (age verification for HOPA compliance), a copy of the Key Delivery Form for new
home sales or a copy of the title showing the new owner’s name for re-sales.
6. Nametags/Access Cards:
6.1. Are issued through the Aspen Lodge Front Desk
6.2. Facilitate recognition of Residents (Association Members or registered Tenants)
6.3. Are issued one per occupant
6.4. Persons using the lodge or participating in Association activities shall have with them their
nametag or other form of official identification and present it to staff upon request.
7. Guests:
7.1. A Guest is a friend or relative of a Resident, using the facilities of the Association (SCA
sponsored activity, Resident Group, Aspen Lodge, etc.). Guest in this sense need not be a
visitor (guest) in a Resident’s home and may be of any age
7.2. Special rules may apply to Guests younger than 18. These rules are presented in a Summary
chart in the next section
7.3. Guests of Residents are welcome to participate in community activities, although Guest
participation may be restricted for certain events or activities
7.4. A Guest may visit (use the facilities of the Association) for up to sixty (60) cumulative days per
calendar year unless the Board approves a specific request
7.5. If a Resident accompanies their Guest(s), there is no charge for using Association facilities.
7.6. Unaccompanied Guests must have a Guest Pass, see item 8.1 below and will be expected to
show their Guest Pass prior to using any Association facility
7.7. Guests may participate in classes if space is available. Priority is always given to Residents
7.8. If a class or event/activity has a fee for Residents, then the fee must also be paid for/by the
Guest who is accompanied by a Resident or the Guest who has a Guest Pass
7.9. A Personal Trainer (see Chapter 4, Section 8) is also considered a Guest, but the Resident
must pay the Guest fee, even though the Personal Trainer is at the Facility with the Resident.
The Personal Trainer cannot participate in any community activities, events or classes unless
accompanied by the Resident.
8. Guest Passes:
8.1. Residents can purchase Guest Passes at the Aspen Lodge Front Desk for their Guests (in
person, by phone or by letter). Daily pass is $5.00, while a seven day pass is $20.00. Guest
Passes are restricted to individuals 18 and older
8.2. The Developer/Sales Office may request Guest Passes at the Front Desk.
2. Sierra Canyon Association 5. Guests Under 18 at the Lodge
Adopted by BoD, 08/12/15 1
Guests Under 18 at the Lodge
1. When using Aspen Lodge Facilities, Guests under 18 must be supervised by a Resident or Guest
Pass-holder at all times
2. Guests under 18 are encouraged to visit the Lodge at times when Resident use is light.
3. Class, event or activity fees that apply to Residents applies also to Guests of all ages
Age Facility/Activity
Under 4 4 - 11 12 - 15 16 - 17
Visit Aspen Lodge
Any time
Social Activities/Events
Okay
Okay
Okay
Okay
Billiards Room
No
No
Watch
Play
Resident Groups
At discretion of Group Leader
Library
Any time
Walking Track
Any time
Fitness Center
No
No
No
Okay
Fitness Classes
No
No
No
Okay
In opposite sex locker room
Okay, w/ adult
No
Indoor Pool
No
2 – 4 pm daily
Outdoor Spa
No
No
2 – 4 pm daily
Racquet Sports Courts
Any time there are no resident groups or events scheduled
Outdoor Areas
Any time that a Resident can use the area
2. Sierra Canyon Association 6. Conduct of Members, Residents and Guests
Adopted by BoD, 08/12/15 1
Conduct of Members, Residents and Guests
1. All Members, Residents and Guests must abide by the Sierra Canyon Governing Documents and are
expected to be courteous and respectful at all times. Residents or Guests charged with violations
or misconduct are subject to disciplinary actions. (See item 7 below).
2. For detailed information on conduct and property rules, see the Governing Documents, particularly
the following provisions of the Declaration/CC&Rs:
2.1. Property use restrictions (Article IV of the Somersett and Sierra Canyon CC&Rs, and “Most
Common Violations” in Chapter 9 later in this document)
2.2. Member assessment obligations, (Chapter 8 of this document)
2.3. Architectural and Landscape Design Guidelines.
3. Actions that jeopardize or otherwise interfere with the rights and privileges of others, use of
profanity, or actions which are otherwise abusive or disruptive will not be tolerated, and are
subject to disciplinary actions. (See item 7 below).
4. Any Resident or Guest not adhering to posted safety rules or exhibiting unsafe practices may be
asked to immediately cease participation in that activity. With respect to safety, proper decorum,
and sanitation, the facility staff’s judgment will prevail in all instances. Any complaint relating to a
staff member’s decision may be later appealed to the Community Manager; however, until such
appeal is heard, the staff member’s decision remains in effect. Arguing, being abusive to, or
otherwise challenging a staff member may result in disciplinary action. Sponsoring Residents
assume behavioral and financial responsibilities for their Guests.
5. Any inattention to duty or discourtesy on the part of a Community Management Company
personnel should be immediately reported to the Community Manager for appropriate action. The
name of the reporting individual will not be revealed to the individual. Under no circumstances
may Residents or Guests interfere with, attempt to discipline, or direct Community Management
Company staff.
6. The Governing Documents of the Association provide for enforcement and remedies, including
fines and restriction of the use of certain areas and facilities. Decisions are made by the Board in
their exercise of reasonable business judgment and pursuant to established policies. These Board
powers include but are not necessarily limited to the following:
6.1. Suspension of a Member’s use of the recreational facilities, voting rights, or other services.
6.2. Levying of reasonable monetary fines or assessments,
6.3. See Chapter 7 for details
7. Violations of the Governing Documents of the Association are handled by the Assistant Community
Manager. The Assistant Community Manager can be reached in person, by email or by phone 775-
624-2900.
2. Sierra Canyon Association 6. Conduct of Members, Residents and Guests
Adopted by BoD, 08/12/15 2
8. Unless specifically authorized by a resolution of the Board of Directors, Members, Residents,
Committee Members, and Directors are not authorized to give orders or directions to any
employee of the Community Management Company, independent contractor, Association vendor
or employee of an Association vendor.
9. If there are concerns about the landscaping, janitorial services, fitness programs, hours of
operation, etc., then please bring them to the attention of the Community Manager of Sierra
Canyon Association (in person, by email or by phone 775-624-2900).
10. Landscape irrigation leaks should be reported to the Aspen Lodge by calling 775-624-2900.
3. Aspen Lodge and Social Activities 1. Chapter Content
Adopted by BoD, 08/12/15 1
3. Aspen Lodge and Social Activities
This chapter covers Policies, Rules and Guidelines governing the Recreational and Social Facilities of the
Aspen Lodge. The Fitness Facilities of the Lodge are covered in Chapter 4.
General Lodge operating hours and scheduled closure days are established and authorized by the
Board of Directors. The Community Manager is authorized to change operating hours to support
special events, including extenuating circumstances that require different openings or closures.
New Residents (Members and Tenants) must complete a Registration Packet before using the Facilities,
as explained in Chapter 2, section 4, item 5. The Packet is available at the Front Desk.
The Social & Recreational areas of the Aspen Lodge are:
1. Community Living Room & Lobby
2. Billiards/Shuffleboard Room
3. Arts & Crafts Room
4. Multi-purpose rooms (Sierra and Tahoe rooms)
5. Staging Kitchen
6. Patio
7. Library
This chapter covers the following topics:
1. Chapter Content
2. Assumption of Risk
3. General Use of Facilities
4. Aspen Lodge Amenities
5. SCA Sponsored Events
6. Point of Sale Policy
7. Resident Groups
8. Billiards/Shuffleboard Room
9. Library
10. Reservation and Rental of Facilities
11. Schedule of Facility Rental Fees
3. Aspen Lodge and Social Activities 2. Assumption of Risk
Adopted by BoD, 08/12/15 1
Assumption of Risk
1. Participation in Association programs and facilities is voluntary. Since participation in all
recreation, fitness, social and craft activities may involve some personal or physical risk,
participation is acceptance of all risks. The Registration Packets completed by new Residents
contain explicit waivers and consent forms for participation in events and activities.
2. Sign-in Policy. When using or visiting the Lodge, Residents and Guests must sign-in at the Front
Desk and/or in the Class or Group activity. At the top of the sign-in sheet is a reminder of the
RELEASE, WAIVER OR LIABILITY, EXPRESS ASSUMPTION OF RISK AND INDEMNITY AGREEMENT:
“You are required to conduct yourself in a safe and healthful manner when using the recreational
facilities or programs. By signing below, you agree that all participation in the recreational facilities
and/or recreation programs within and outside the community, or during an Association sponsored
event, is purely voluntary and involves the assumption of all personal risk of injury, illness or death
associated with such participation. In consideration of your being permitted to participate and
signing below, you agree to RELEASE AND HOLD HARMLESS WITH RESPECT TO ANY AND ALL
INJURY, DISABILITY, DEATH or loss or damage to person or property, and indemnify the Sierra
Canyon Association, its members, officers, directors, agents, releases, independent contractors,
successors or assigns in conjunction with any injury, disability, death, or loss or damage to person or
property that may occur as a result of engaging in the above activities or any use whatsoever of the
facilities or programs, whether caused by active or passive negligence or otherwise. By signing
below, you HAVE READ THIS RELEASE OF LIABILITY AND ASSUMPTION OF RISK AGREEMENT, AND
FULLY UNDERSTAND ITS TERMS, AND UNDERSTAND THAT YOU HAVE GIVEN UP LEGAL RIGHTS BY
SIGNING IT, AND YOU SIGN IT FREELY AND VOLUNTARILY WITHOUT ANY INDUCEMENT OR ORAL OR
WRITTEN REPRESENTATIONS.”
3. The Association desires to maintain its facilities in quality and safe conditions. However, periodic
wear and tear, in addition to seasonal and climatic factors, may temporarily render equipment or
an area subject to less than an optimal condition. If such a condition occurs, users should
immediately contact a staff member for assistance.
4. The Association is NOT liable for personal injury, property damage or other inconvenience
sustained during the use of its facilities and programs.
5. In assisting Residents and Guests with onsite program participation, reasonable comprehensive
policies, operating instructions, rules, and signage have been developed to produce a safe and
wholesome membership program. Prior to participating in any activity, please take time to
become familiar with the individual facility layout and specific facility operating guidelines.
3. Aspen Lodge and Social Activities 2. Assumption of Risk
Adopted by BoD, 08/12/15 2
6. Association facilities are designed to accommodate access to a majority of Residents. Residents
with special needs or disabilities may require additional assistance to participate in some events. It
is the Resident’s responsibility to obtain that assistance.
7. All users of facilities are expected to comply with the posted rules and verbal instruction from
Community Management Personnel and contracted fitness instructors.
3. Aspen Lodge and Social Activities 3. General Use of Facilities
Adopted by BoD, 08/12/15 1
General Use of Facilities
1. Facility Lodge Attendants are tasked with overseeing policies and rules. All users of the facilities
are expected to comply with the Lodge Attendants’ instructions.
1.1. Lodge Attendants are trained in CPR
1.2. Lodge Attendants do not provide program or class supervision.
2. No Smoking Policy: The Aspen Lodge is a “No Smoking” facility. Outdoor smoking areas with
ashtrays are provided. Individuals who use these areas are encouraged to keep them clean. When
the patio is used for a meeting or other special event, it is also a “No Smoking” area. Smoking is
allowed at informal social gatherings on the patio.
3. Alcoholic Beverage Policy: Alcoholic beverages may only be consumed in designated areas and at
specific events. Designated areas include the patio, Tahoe/Sierra and the Arts and Crafts rooms,
and other specific areas for specified events
3.1. The Sierra Canyon Association does not have a liquor license, and therefore cannot operate a
cash bar at any of its events or include liquor in the price of event tickets
3.2. Alcoholic beverages may be consumed at Resident Groups or Private functions
3.3. Vendors providing alcoholic beverages at pre-approved events may take orders for
subsequent delivery (e.g., a wine or beer tasting event).
3.4. Alcoholic beverages shall not be provided to nor consumed by minors.
4. Dress Code (general): Appropriate casual attire is required in all Association facilities.
4.1. Appropriate casual attire for Aspen Lodge areas (excluding pool, spa, fitness areas and
classes) includes footwear, pants/skirts/dresses/shorts, and upper body garments
4.2. For specific functions, specific attire may be designated (e.g., a New Year’s Eve Gala)
4.3. In inclement weather, please bring a second/dry pair of shoes to wear in the Lodge.
Wet/muddy/snowy shoes damage floors and carpet.
5. Guests 18 and older who are not accompanied by a Resident must have a Guest Pass in their
possession.
6. Use of Facilities by Guests under 18.
6.1. When children or under 18 Guests are visiting, they are welcome to use Association facilities,
preferably at times when Resident programs are either not scheduled or lightly used by
Resident
6.2. Hours when children are permitted and age restrictions are detailed in Chapter 2, Section 4
6.3. Adult supervision is required by either the Resident sponsor or a Guest with a Guest Pass.
3. Aspen Lodge and Social Activities 3. General Use of Facilities
Adopted by BoD, 08/12/15 2
7. Scheduling:
7.1. Scheduling of all rooms and all SCA sponsored events is the responsibility of the Association’s
Community Manager or designated staff
7.2. Specific rooms and/or areas of the Aspen Lodge are available for use as needed. They must be
reserved through the Association office, and can be configured to support various needs.
8. Private use of Lodge Facilities: See sections 5 and 6 of this chapter for the Association’s policy on
rental for private use of the Lodge’s social areas.
3. Aspen Lodge and Social Activities 4. Aspen Lodge Amenities
Adopted by BoD, 08/12/15 1
Aspen Lodge Amenities
1. The Community Living Room is available for relaxation, visiting with other residents, or waiting for
events to begin. Amenities include:
1.1. WI-FI access. The Lodge has 2 channels of WI-FI access, one for general Resident use, and one
password protected and limited to Community Management Company Staff and current
Board Members. There is also a computer available for Resident use on a first come first serve
basis, with a 30 minute time limit when others are waiting. It will be maintained and
upgraded regularly for the convenience of Residents
1.2. Daily newspapers, television, “coffee table” books on the region. Please be mindful of the
TV’s volume when others are nearby
1.3. Coffee and tea bar. The Lodge Attendants at the Front Desk make the coffee. Residents
should feel free to help themselves, but are expected to keep the area tidy. Please advise the
Lodge Attendant if there is more than a small spill.
2. Information available in the Lobby includes:
2.1. A Kiosk with advertisements, posters, flyers for SC Events and Resident Groups, and other
information of interest
2.2. An easel showing upcoming events
2.3. A computer monitor showing the monthly calendar
2.4. Paper copies of the weekly Fitness Calendar
2.5. A limited number of paper copies of the Village Life immediately after a new issue is
published, and a binder of previous issues.
3. A binder titled “Resident Referral Book” which has recommendations, private sales, and services
available from fellow Residents, is available at the Front Desk or by the monthly calendar computer
monitor. This is purely an accommodation and there is no endorsement or reference given for any
information contained in the Resident Referral Book.
4. A suggestion box is located at the Front Desk.
3. Aspen Lodge and Social Activities 5. SCA Sponsored Event
Adopted by BoD, 08/12/15 1
SCA Sponsored Events
The Sierra Canyon Association sponsors many events for Residents. Please feel free to suggest possible
events to the Program Coordinator.
The following policy applies to such events:
1. All events are non-refundable unless a trip/event is cancelled, or in circumstances approved by the
Community Manager or a designated staff member.
2. Checks or credit cards (Visa, MasterCard) are the only acceptable form of payment
3. Registration must be done at the Lodge Front Desk except in cases where Residents are out of
town. In the latter case, registration will be accepted over the phone with a credit card payment.
4. Event registration is on a “first-come, first-served” basis.
5. Residents may bring/register Guests for events
6. In the case of very popular events, the number of tickets a Resident may purchase may be limited.
7. For events held at the Lodge, the doors of the multi-purpose room will open at the advertised
start/entry time. Residents will not be allowed to enter the room prior to the posted start time.
8. Reserving tables and/or seats is discouraged; mixing of new Residents with established Residents is
encouraged.
9. Tours and or transportation booked directly with a service provider are subject to their policies and
are not the responsibility of the Association.
3. Aspen Lodge and Social Activities 6. Point of Sale Policy
Adopted by BoD, 08/12/15 1
Point of Sale Policy
The Point of Sale Policy applies to all financial transactions at the Sierra Canyon Association’s Aspen
Lodge Front Desk.
1. Cash transactions may be made for any purchase of $10 or less. Checks and credit cards are the
only acceptable form of payment for all transactions over $10
2. Credit (refunds) will only be issued by the Community Manager or a designated staff member.
3. Aspen Lodge and Social Activities 7. Residential Groups
Adopted by BoD, 10/11/17 1
Resident Groups
Definition: A Resident Group is an organized gathering of eligible Residents and their invited guests who desire to join together in the pursuit of common interests; that regularly meets at the Lodge (e.g. wine group) or offsite (e.g. hiking group); and, has been approved by the Executive Director.
1. Resident Group Overview 1.1. A complete list of current groups and their meeting times is available on the community
website (www.Sierracanyonreno.com) under the “Groups full list” tab 1.2. Resident Groups must maintain an open membership allowing any Resident to either join or
resign from the Group at any time 1.3. Joining a Group: To join an established Group, a Resident logs in to the community website
goes to the “Groups” box on the navigation bar, and then follows the directions on how to join a group.
1.4. Establishing a Group: To establish a Resident Group, a Member submits an “Application to Establish a Sierra Canyon Resident Group” form to the Executive Director
1.4.1. The application is available on the community website under the “Groups” tab 1.4.2. There must be a minimum of 12 interested Members to start a group. To determine
interest a sign-up list is posted in the Lodge Hallway by the Member applicant. The community is notified of the potential group by the hallway list, a mention on the website and as part of the bimonthly email on Group activities
1.4.3. The Application must clearly state the Group’s focus and purpose 1.4.4. The Group must have a Group Administrator and an Alternate Administrator. 1.4.5. The Group will be responsible to provide their own equipment and materials with the
exceptions listed below. Groups requesting equipment supporting a new activity may submit a Sierra Canyon Special Purchase Request to the Budget and Finance Committee for consideration
1.4.5.1. Billiards Table, Support and Maintenance Equipment 1.4.5.2. Pool Volleyball Net, Balls and Support Equipment 1.4.5.3. Bingo Cards and Projector 1.4.5.4. Table Tennis Tables, Nets, Balls and Paddles 1.4.5.5. Pickle Balls, Paddles, Net and Court 1.4.5.6. Tennis Nets, Court, Tennis Ball Machine with Balls 1.4.5.7. Poker Tables 1.4.5.8. Mahjong Tiles and Accessories 1.4.5.9. Wii Gaming System Hand Controllers & All Sport Game Disc 1.4.5.10. Horseshoe Shoes & Pits 1.4.5.11. Shuffle Board Support and Maintenance Equipment
1.5. Group Meetings: For groups meeting twice per week, the maximum time allowed for space
will be not more than two (2) hours. 1.5.1. For groups meeting only once per week, the maximum time allowed for space will be
3. Aspen Lodge and Social Activities 7. Residential Groups
Adopted by BoD, 10/11/17 2
1.5.2. Any group that plays the same “game” on different days for different skill levels will each be considered one (1) group provided they meet the following criteria: 1.5.2.1. More than 60 percent of group consists of participants at the published skill level. 1.5.2.2. Each group MUST have a different administrator. 1.5.2.3. Group sign-in sheets will be audited to ensure guidelines are met.
1.5.3. Groups using meeting space for different “versions” of the same game, may not use meeting space more than once or twice per week as prescribed by paragraphs 1.4 and 1.4.1.
1.5.3.1. Ex: Duplicate Bridge played once per week for four (4) hours and Contract Bridge played once per week for four (4) hours may not be played in the same week. All Bridge games would be considered one (1) group with the exception of beginner and advanced bridge groups.
1.5.4. All groups are subject to board approval and the Board of Directors may make exceptions at its discretion.
1.6. Association Approval: The Executive Director must approve all Groups which use the Association name, the community website, any community facility or open area for whatever reason and time frame.
1.6.1. Upon approval: the Group Administrator must meet with one of the website Webmasters to receive Group Administrator training
1.6.2. Also, the Group Administrator will confer with the Administrative Coordinator to determine a regularly occurring space, day(s), time, and meeting location. Factors taken into account in scheduling include the group size, the room and equipment requested, frequency of meetings, and the Association’s demand for other planned events (see Sierra Canyon Room Booking Policy for more details in chapter 4)
1.6.3. If a group requests additional meeting space outside its regularly scheduled space and time, the first time is free, but subsequent requests will require a room rental fee.
2. Group Operations 2.1. The Group Administrator and the Alternate Group Administrator are responsible for the
entire operation of the Resident Group, including but not limited to: 2.1.1. Working with the Webmaster to maintain accurate and updated Group information on
the community web-site, specifically: the Group home page, the Community events calendar, and the Resident Group distribution list
2.1.2. Submitting facility use requests to the Aspen Lodge Front Desk and working closely with Association staff to determine a regularly occurring space, date, time, and meeting location
2.1.3. Notifying Association staff before any of the following occurs: Changes to meeting space needs, meeting cancellations, or, planning of a special Group event
3. Aspen Lodge and Social Activities 7. Residential Groups
Adopted by BoD, 10/11/17 3
2.1.4. Contacting the Webmaster if any help is needed with adding, deleting, or organizing group information on the community website
2.1.5. Attending a mandatory annual meeting with staff. Staff will update Group Administrators to new policies, any necessary changes to their meeting schedule, address any concerns, issues, etc. Group Administrators will update current contact information and verify that the group is still active.
2.2. Facility Use: 2.2.1. The group administrator is responsible for making sure the members have signed in as
required 2.2.2. The Group Administrator is also responsible for making sure items being used by the
group are stored away in the proper places and that the facilities are left clean and orderly, and assist the Monitor on duty in storing chairs and tables
2.3. No Group may keep cash on hand or hold title to any bank or other account in the name of the Sierra Canyon Association or a Resident Group. The Association has no liability for any funds collected or held by a Resident Group or any of its Members.
3. Exclusions 3.1. The Executive Director will not approve a Group Application if
3.1.1. The application conveys in any way that the membership or attendance at group activities may be restricted by race, gender, ethnicity, sexual orientation, national origin, or disability
3.1.2. The Group is similar to an existing Group or the Group description and focus duplicates any existing Group
3.1.3. For any other reason the Executive Director believes is not compatible with the Association.
3.2. Disapproved Groups 3.2.1. May appeal the Executive Director’s decision which will be reviewed and ultimately
approved or denied by the Board of Directors 3.2.2. Are prohibited from utilizing and being listed or advertised in the community website.
3.3. Revocation: Resident Group status may be revoked by the Executive Director at any time with reason.
3.3.1. Such reasons may include, but are not limited to, membership decline; irreconcilable conflict among its membership which creates a condition that projects the Group and/or the Association into an undesirable or embarrassing position; engaging in any activity outside the scope of the original purpose for which the Group was approved; violation of Federal, State or local government statutes or ordinances, or for any other reason that the Executive Director believes relevant
3.3.2. Revocation of a Group’s status may be appealed by providing written justification to the Board of Directors within thirty (30) days of the revocation notice. The Board of Directors shall provide a written notice of their final decision when agreed upon at a
3. Aspen Lodge and Social Activities 7. Residential Groups
Adopted by BoD, 10/11/17 4
Board of Directors meeting. During the appeal process, all Group activities shall be suspended.
3.4. Member Suspension: Members who are abusive or who project an undesirable or inappropriate image, or who unnecessarily and blatantly create turmoil, disruption, and dissention among Group members, may have their participation in that Group temporarily suspended by the Executive Director. The Suspension may be appealed to the Board of Directors.
4. There is nothing to prevent a group of residents from establishing a private organization that meets in individual homes, but they will not: be listed in the monthly calendar, use Aspen Lodge facilities, appear on the Association’s website, receive financial support from the Association, or portray themselves as a Sierra Canyon Association’s Resident Group.
3. Aspen Lodge and Social Activities 8. Billiards/Shuffleboard Room
Adopted by BoD, 08/12/15 1
Billiards/Shuffleboard Room
Operation and maintenance of the billiards/shuffleboard room is the responsibility of the Association
Staff. The room has two billiard tables and a shuffleboard table game.
1. This is a dual use recreational room.
1.1. Use of the Shuffleboard Game Table is not permitted during scheduled and posted billiards
events, and vice versa
1.2. When there is no event scheduled, every effort should be made by billiards and shuffleboard
players to jointly use the Room
1.3. Proper sports etiquette and respect for each other is necessary for both billiards players and
shuffleboard players when in the room at the same time.
2. Operating hours: The room is open for daily use when the Lodge is open.
3. Tables are available for open play on a “first-come, first-served” basis, although scheduled group
activities have priority. Players waiting to play may “challenge” the winner of the previous game.
4. Equipment
4.1. House billiard cues are in the rack; personal cues, balls, chalk are in the back cabinet on the
right as you enter the room. Maintenance equipment is in the cabinet on the left
4.2. Shuffleboard pucks are in the right cabinet, maintenance equipment is in the cabinet on the
left
4.3. When play is over, return cues to the rack and return balls, chalk and other equipment to the
appropriate cabinet.
5. For protection of the equipment, and the safety of the Residents and Guests:
5.1. Do not sit on the billiards tables or the shuffleboard table
5.2. Shuffleboard: The surface of the shuffleboard table has special oil and wax coating, touching
the surface is not allowed. The table was balanced for play when set up, so do not move it
5.3. Billiards: Masse’ shots are not allowed (shooting straight down on the ball). When taking a
hard-to-reach shot, one foot must always be on the floor
5.4. Food and drink is not permitted in the Billiards Room, but is allowed in the hallway side of the
room’s counter.
3. Aspen Lodge and Social Activities 8. Billiards/Shuffleboard Room
Adopted by BoD, 08/12/15 2
6. Age Restrictions
6.1. No children under 16 are allowed to use the billiard room equipment
6.2. Children 12-15 may visit as spectators
6.3. Children under 12 are not permitted in the room
6.4. A Resident sponsor must accompany all Guests under 18 and supervise them for the duration
of the visit.
7. Residents or Guests who abuse equipment or facilities may lose billiards/shuffleboard room
privileges.
3. Aspen Lodge and Social Activities 9. Library
Adopted by BoD, 08/12/15 1
Library
A Library maintained by volunteers and stocked with donations from Residents is located on the
second floor of the Aspen Lodge. It is able to function thanks to the many resident contributions. Some
residents have gifted magazine subscriptions to the Library.
1. Library lending is on the honor system.
1.1. Books and other items in Library can be borrowed, without a checkout system
1.2. Return items when finished. Place on the shelf marked “returned books”
1.3. Volunteers will stamp and re-shelve them.
2. Donations
2.1. The library accepts books in good condition, hardcover or paperback. Note however, there is
no permanent collection, and any donated book will eventually be recycled
2.2. Periodicals, up to 3 months old; audio books (CDs only); and jigsaw puzzles are also accepted
2.3. Donations should be left on the shelf/box marked “donations”
2.4. Volunteers will annotate and date the donated items and place in the appropriate area of the
library. For certain categories a sticker with the first letter of the last name of the author is
placed on the spine of the book.
3. Organization of Library
3.1. The two major areas are hardcover fiction and paperback fiction. Fiction books are shelved in
a rough sort, i.e. all the authors with last name starting with A are together, B is together, etc.
3.2. There is an area for all Large Print books (paper and hardcover together)
3.3. Nonfiction books (paper and hardcover together) have several subcategories (cookbooks,
travel, fitness, investment, etc.). In addition there is a biography and a general nonfiction
area; both of these areas follow the rough sort rule explained above
3.4. Periodicals, audio books and jigsaw puzzles are kept together.
4. In order to allow space for new donations and keep the collection current, volunteers periodically
inventory the library. Books or items not checked out for several months are recycled/donated to a
charity.
5. The Library has reading chairs and a table and chairs for reading/resting. It is occasionally used for
informal meetings or small groups, but always remains available for Library use.
3. Aspen Lodge and Social Activities 10. Reservation and Rental of Facilities
Adopted by BoD, 08/12/15 1
Reservation and Rental of Facilities
This policy describes the procedures for reservation and rental of Sierra Canyon Association facilities.
1. General: The Administrative Coordinator is responsible for making all decisions related to
reservation and rental of the facilities, subject to Community Manager and Board oversight.
2. The following Aspen Lodge facilities are available for reservation and rental:
2.1. Patio area
2.2. Multi-purpose rooms (Sierra and Tahoe rooms)
2.3. Staging Kitchen
2.4. Arts and Crafts room.
3. Facility Scheduling: Room and outdoor facility scheduling and requests are established and
maintained by Administrative Coordinator. Private events require a Resident sponsor, a completed
Facility Reservation Contract Form (available from the Administrative Coordinator), the specified
Rental Fee, a$200.00 deposit (by credit card or check), and an insurance rider for the number of
days the space will be needed, in order to reserve the room and date. The insurance rider (typically
available from homeowner insurance companies - most companies will do this free or at a minimal
charge) must name the “Sierra Canyon Association” as an additional insured in the amount of one
million dollars ($1,000,000). The rental fees are listed in the Schedule of Facility Rental Fees in the
next section.
4. Scheduling Priorities: In establishing schedules, requests are prioritized based on the following
hierarchy, from high to low.
4.1. Association’s Board of Directors meetings
4.2. Board Committee meetings
4.3. Meetings of the Association Members
4.4. Regularly scheduled Fitness Classes
4.5. Association sponsored Special Events including classes, meetings, parties, advertiser
seminars, etc.
4.6. Regularly scheduled Resident Groups
4.7. Resident Group Special Events
4.8. Private Events – A facility reservation contract and a room rental fee are required. Private
event requests may be denied if, in the judgment of the Administrative Coordinator, these
events would hamper use of the room by Residents, or detract from the enjoyment of
facilities by the other Residents
4.9. Unscheduled Activities - are permitted in the Aspen Lodge facilities provided that rooms are
not already reserved and the Administrative Coordinator approves.
3. Aspen Lodge and Social Activities 10. Reservation and Rental of Facilities
Adopted by BoD, 08/12/15 2
5. Additional Factors Considered in Scheduling Conflicts: The Administrative Coordinator considers
the following factors when there are multiple requests or conflicts for the same space/facility
during the same time/day:
5.1. SCA Sponsored Classes and Events
5.2. Resident Group regularly scheduled meetings
5.3. Date and time request is made
5.4. Length and frequency of meetings
5.5. Meeting day and time
5.6. Potential revenue
5.7. Size of the Group
5.8. Participation by Members, Residents, Tenants, non-residents
5.9. Availability of other rooms/dates for conflicting events, requests.
6. The Administrative Coordinator has the authority to reassign space/facilities in order to meet the
objectives of this Policy; however, once a Private Event contract has been signed and approved, no
changes will be made without the written agreement of the reserving parties.
6.1. If it is necessary to reassign a Resident group due to a conflict, every attempt will be made to
find another room/space at the same time or a time and date agreeable to the Resident
group
6.2. If it is necessary to reassign a Private Event, there will be no charge for room rental.
Fees: Room rental fees are listed in next section.
3. Aspen Lodge and Social Activities 11. Schedule of Facility Rental Fees
Adopted by BoD, 08/12/15 1
Schedule of Facility Rental Fees
This fee schedule applies to private rental (by a resident) of Aspen Lodge Facilities. There are no rental
fees for SC Association sponsored events or authorized Resident Groups regularly scheduled meetings.
Room Resident Rate
2-hour Minimum Charge (per 2 hours)
Each Additional Hour, or Part Thereof
Tahoe
$50.00 $25.00
Sierra
$50.00 $25.00
Full Ballroom $100.00 $50.00
Kitchen*
$25.00 $15.00
Patio**
$25.00 $15.00
Arts & Crafts $50.00 $25.00
In addition, all private rental events require a $35.00/hour fee for a dedicated Lodge Attendant
1. The dedicated lodge attendant will be available for any assistance during the private event and also
to control other areas within the lodge that are considered off-limits
2. The Aspen Lodge’s “No Smoking” policy is always in effect.
3. No event shall extend past 11:00 pm unless pre-approved by the Board or the Community Manager
3.1. EXCEPTION: New Year’s Eve
4. A $200.00 deposit (credit card or check), a completed contract, and the insurance rider is required
to reserve the room and date. The insurance rider must name the “Sierra Canyon Association” as
an additional insured in the amount of one million dollars ($1,000,000).
5. Deposits are fully refundable unless cancellation is within five (5) days of the event, in which case
only 50% will be refunded.
6. * A $50.00 cleaning fee will be assessed if the kitchen is not left clean, or if the garbage is not taken
to the dumpster at the rear of the Lodge.
7. **An additional fee of $10.00 will be charged per event for the use of a propane BBQ
4. Athletics and Fitness 1. Chapter Content
Adopted by BoD, 08/12/15 1
4. Athletics and Fitness
This chapter provides an overview of the Association’s athletic and fitness facilities and activities, and
covers the following Athletic/Fitness facilities:
1. Fitness Center (exercise room with equipment)
2. Swimming Pool (indoor) and Spa (outside)
3. Walking Track (2nd floor of the Lodge)
4. Locker Rooms
5. Multi-purpose Rooms in the Lodge when used for Fitness classes
6. Racquet Sports Courts (Outside and adjacent to the Lodge)
The Trail System is covered in Chapter 6. Some Resident Groups are directly related to sports, athletics
or fitness. If the Resident Group utilizes any of the facilities listed above, then this chapter would also
be applicable to them.
The Fitness Coordinator has overall responsibility for Athletics, Fitness, and Health and Wellness
activities sponsored by the Association or Community Management Company. Address suggestions or
ask questions of the Coordinator at the Coordinator’s office in the Fitness Center or by email or
voicemail
This chapter contains the following topics:
1. Chapter Content
2. Classes, Programs and Activities
3. Policies for all Athletic Facilities and Classes
4. Fitness Center
5. Swimming Pool and Outside Spa
6. Walking Track
7. Racquet Sports Courts (Outside)
8. Personal Trainers (PTs).
4. Athletics and Fitness 2. Classes, Programs and Activities
Adopted by BoD, 08/12/15 1
Classes, Programs, and Activities
All participation in Association classes, programs, and activities and use of its facilities is voluntary and
at the users own risk.
1. The Fitness Coordinator coordinates the classes to provide a variety of experiences at different skill
levels. Classes must maintain a minimum number of participants to continue.
2. A weekly calendar of Fitness classes is available, with classes listed and class level (beginning,
intermediate, advanced) indicated. Classes are also included on the monthly calendar of all
Association activities and event.
3. The Association contracts with independent instructors for some classes. The Fitness Coordinator
reviews their qualifications before a class is offered.
3.1. The Community Manager shall determine that all independently contracted fitness instructors
are properly qualified and have insurance.
4. Fees
4.1. All Fitness Classes have a fee. The determination of the fee is made by the Sierra Canyon
Board of Directors, generally each year with approval of that year’s budget.
4.2. Activity punch cards can be purchased from the Lodge Attendants at the Lodge Front Desk.
Lodge Attendants can also provide information on costs for the punch card or for an
individual class
4.3. The fee per class is “one punch” on a pre-purchased punch card or a set dollar amount
4.4. Class fees apply to Residents and Guests.
5. Residents are encouraged to discuss existing or proposed classes and activities with the Fitness
Coordinator (The Fitness Coordinator’s office is in the Fitness Center.)
6. In addition to scheduled classes some Resident Groups use the Athletic/Fitness areas. The Fitness
Coordinator, Program Coordinator, and Administrative Assistant work with the Groups to schedule
usage of all areas at the Lodge.
7. The Fitness Coordinator maintains/updates the Health and Fitness page of the website.
4. Athletics and Fitness 3. Policies for all Athletic Facilities and Classes
Adopted by BoD, 08/12/15 1
Policies for all Athletic Facilities and Classes
This section covers policies that apply to all Athletic/Fitness Facilities and Activities. Individual
additional policies for specific facilities will follow.
1. Exercise areas and classes are designed for a variety of levels of activity.
1.1. Before participating in an individual or group fitness activity, residents should obtain proper
medical clearance.
1.2. Before starting a class, advise the instructor of any limitations, so that, if possible,
accommodations or modifications can be made.
2. Fitness classes, Resident Group activities or Association special activities may be held in a
designated Athletic/Fitness area or a multi-purpose room.
2.1. When a class or activity is scheduled in an Athletic/Fitness area or multi-purpose room, no
other activity can take place in that area/room
2.2. EXCEPTION for Fitness Center: If a class or activity is scheduled in the Fitness Center, class
participants have priority for designated equipment, but other Residents/Guests may pursue
their individual programs on non-designated equipment
2.3. EXCEPTION for Racquet Sports Courts: If a class or activity is scheduled on the Racquet Sports
Court and only one court is being used, then the other court is available for other
Residents/Guests.
3. Hours. Fitness areas in the Aspen Lodge and the outdoor Spa are open the same hours as the
Lodge. The Racquet Sports Courts are open from when the Aspen Lodge opens until dusk.
4. Dress. Activity appropriate athletic apparel and athletic shoes are required. Fragrances should not
be applied before athletic/fitness activities, as they can cause medical issues for others in the
activity. In the swimming pool, spa or their deck areas, males need not wear upper body garments.
Upper body garments are required elsewhere.
5. Guests. Guests age 16 or older may use the Fitness areas or classes if space permits. Guests under
age 16 are not allowed in the Fitness areas or classes.
5.1. EXCEPTION for Swimming Pool and Spa: There are specific times and rules for guests under
18 in these areas. See Chapter 2, section 5, “Guests under 18 at the Lodge”
5.2. EXCEPTION for Locker Rooms. With supervision, boys under age 4 may use the Women’s
Locker Room and girls under age 4 may use the Men’s Locker Room
5.3. Residents have priority over Guests for use of Athletic/Fitness areas, equipment and classes.
6. Food and Drink. Food is not allowed in Fitness areas or classes. Water containers, non-breakable
with lids, are allowed.
7. Personal Workout sheets/logs can be kept in the file box on the Fitness Center Desk.
4. Athletics and Fitness 3. Policies for all Athletic Facilities and Classes
Adopted by BoD, 08/12/15 2
8. Locker Rooms: There are Men’s and Women’s Locker Rooms, near the Fitness Center and
Swimming Pool. Lockers and showers are provided.
8.1. No clothing or personal effects should be left unattended or unsecured. Safekeeping is the
responsibility of the Resident or Guest
8.2. To secure personal effects in a locker, Residents and Guests must provide their own locks
8.2.1. Locks should be utilized during a single day use of the facility
8.2.2. If a lock is still on at closing time, Lodge Attendants will post a 24 hour notice to remove
the lock
8.2.3. If a lock must be removed by Staff, all contents of the locker will be placed in the Lost
and Found box at the Front Desk
8.3. Clothing or personal effects left unsecured overnight in the locker room or in a locker will be
removed and placed in the Lost and Found box at the Front Desk
8.4. Towels and soap are not provided.
9. Multi-purpose Rooms. When used for Athletic/Fitness classes:
9.1. Necessary small equipment for the class is usually provided within the room
9.2. Disinfectant wipes are provided in the room
9.3. All small equipment should be wiped off and returned to its designated storage area at the
conclusion of a class.
10. Signage. Rules and operational instructions are posted in fitness areas. All users of the facilities are
expected to comply with posted rules.
11. Cell phones, MP3 players and other small electronics. Cell phones, pagers, etc. should be set on
vibrate or turned off. Phone calls should be taken outside of the Fitness area or activity. Audio
devices may be used with a headset.
12. Lodge Attendants. Lodge Attendants are tasked with overseeing policies and rules. All users of the
facilities are expected to comply with the Lodge Attendants’ instructions.
12.1. Lodge Attendants are trained in CPR
12.2. Lodge Attendants are neither fitness specialists nor lifeguards and do not provide program or
class supervision.
4. Athletics and Fitness 4. Fitness Center
Adopted by BoD, 08/12/15 1
Fitness Center
In addition to the policies that apply to all Athletic/Fitness Facilities and Activities:
1. Prior to using the Fitness Center, residents are encouraged to attend an orientation training class.
The classes are held weekly and listed on the Fitness and monthly calendars. At the end of the
orientation, a Fitness Orientation Form is provided, certifying completion of the class.
2. The equipment in the Fitness Center is designed for low to medium range strength and
cardiovascular training.
3. Most equipment/machines have usage directions posted. It is important to recognize and observe
the manufacturers’ suggested practices concerning proper usage.
4. All machines and equipment should be wiped down following use. Disinfectant wipes are provided.
5. All small equipment, e.g. dumbbells, balls, should be wiped off and returned to their designated
storage area after use.
6. Weights should not be slammed.
7. Dress. No jeans, street clothes or street shoes are allowed on fitness equipment.
8. Time Limits
8.1. Use of cardiovascular equipment, such as treadmills, bicycles, elliptical and rowers, is limited
to 30 minutes per person unless no one is waiting to use the equipment
8.2. Use of other equipment or machines is limited to 10 minutes per person, unless no one is
waiting to use the equipment or machine.
9. Audio/TVs
9.1. The TVs and Audio system is provided for the convenience and enjoyment of all
9.2. Lodge Attendants can explain how to “listen” to a TV
9.3. TV channels may be changed by the Facility Lodge Attendant, if requested
9.4. The volume of the audio/music system cannot be changed
9.5. Talking on your cell phone is not permitted in the Fitness Center; if you receive a phone call
while in the fitness center, step outside into the hall.
4. Athletics and Fitness 5. Swimming Pool and Outside Spa
Adopted by BoD, 08/12/15 1
Swimming Pool and Outside Spa
In addition to the policies that apply to all Athletic/Fitness Facilities and Activities:
1. Safety
1.1. Chemicals are used to ensure a sanitary environment and safe water conditions. If
unacceptable conditions occur, management will close the pool to preserve the health and
well-being of Residents and Guests
1.2. Lifeguards are not provided and facilities are designated as “Use At Your Own Risk
1.3. Life buoys, “shepherd’s crooks” and a telephone are available at poolside for emergency use
1.4. The pool’s lift for disabled is self-serve and may be used at the discretion of a Resident or
Guest. The Lodge Attendant at the Front Desk can provide directions or demonstrate its
proper usage
1.5. The pool depth varies from 3 ½ feet to 5 ½ feet. Depths are posted on the pool walls
1.6. Diving is NOT permitted
1.7. Glass containers are strictly prohibited.
2. Dress. Swim suits are required. Cutoffs or other forms of street clothes are not acceptable attire.
Swim shoes are allowed. Anyone wearing diapers is not allowed in the pool or spa waters.
3. Equipment.
3.1. Equipment for water fitness classes is provided, e.g. noodles, water weights. A selection of
water fitness equipment is available on the pool deck or may also be checked out at the Front
Desk at other times
3.2. Lap swimmers may bring/use swim goggles and kick boards
3.3. No personal pool toys are allowed in the pool or spa at any time
3.4. Use of any other device such as fins, inner tubes, face masks, etc. in the pool or spa must be
approved by the Fitness Coordinator or Community Manager.
4. Pool Lane dividers/rope and Lap Swimming
4.1. Portable lane dividers/ropes are generally used as a safety measure to separate lap swimmers
from other pool users, properly guide the lap swimmer, and preclude injury from interference
from outside lanes
4.2. Portable Lane Dividers may be removed for class or activities, but need to be put back in place
at the conclusion of class or activity
4.3. Two lap swimmers may occupy a lane if both agree to share the lane, otherwise only one lap
swimmer per lane
4.4. Note that 60 laps (up and back) is a mile.
5. Showers must be taken before entering the pool or spa. A shower is provided on the pool deck and
in the Locker Rooms. If cosmetics, suntan oils or lotions are applied after swimming, a shower
must be taken before re-entering the pool or spa.
4. Athletics and Fitness 5. Swimming Pool and Outside Spa
Adopted by BoD, 08/12/15 2
6. Food and Drink: The prohibition on food and drink, other than non-breakable water containers with
lids, applies to the pool and spa areas, including the decks.
7. Use of the Outdoor Spa
7.1. Observe the posted maximum number of occupants
7.2. Individuals with hypertension, heart conditions or those on medication for any reason should
not use the spa without first consulting a physician
7.3. Individuals who have recently consumed alcoholic beverages should not use the spa
7.4. Swimming in the spa is not permitted and vigorous exercise tailored for specific muscle
groups should be avoided. Spa waters are maintained at approximately 102-104 degrees
Fahrenheit and are intended to relax muscles. In this environment, exercise has a tendency
to aggravate an ailment rather than improve it
7.5. Solo use of the Spa is not recommended
7.6. Spa Cover. When not in use a spa cover is in place, to preserve the heat and limit debris.
When using the spa, remove the cover; and when leaving the spa, replace the cover
7.7. Time Limit. 15 minutes is generally considered to be sufficient for muscle relaxation and
general enjoyment
7.8. Spa users may turn on the jets. The Jets need to be turned off when leaving
7.9. When exiting the spa, do so slowly and use the steps and handrail.
8. Behavior: Running or boisterous behavior is not permitted. All Residents and Guests are expected
to be reasonably controlled and well behaved. Some discretion in determining what is boisterous
or otherwise unacceptable behavior must be used in the pool/spa areas, particularly during hours
when children are permitted to be in the area. Users are asked to be reasonable in this respect
when assessing behavior of Guests younger than 18.
9. Guests under 18
9.1. The normal rules on pool and spa usage apply to all Residents and Guests. This section details
additional rules that apply to those Guests younger than 18.
9.2. Limitations. There are both time of day and age requirements for such Guests for the pool,
spa and decks.
9.2.1. Guests younger than 18 may only use the pool and spa between 2 pm and 4 pm daily.
9.2.2. Age requirement for Spa: 12 and above
9.2.3. Age requirement for Pool: 4 and above
9.2.4. Children below the allowed age for the pool or spa are permitted on the deck during
those hours.
9.3. Supervision. Children must ALWAYS be accompanied and supervised by a Resident or Guest
Pass holder.
4. Athletics and Fitness 6. Walking Track
Adopted by BoD, 08/12/15 1
Walking Track
In addition to the policies that apply to all Athletic/Fitness Facilities and Activities:
1. Except for street shoes, non-athletic apparel may be worn on the walking track. Non marking shoes
are required.
2. Lap clickers/counters are available for loan at the Lodge Front Desk. Note that 18 laps make a mile.
3. All walking is done in the same direction. A sign posted on track states Tuesday, Thursday and
Saturday is clockwise, and the other days are counter clockwise.
4. Slower walkers should keep right.
5. Walking sticks/canes may be used if they have a blunt end of a material that doesn’t mark the
track.
4. Athletics and Fitness 7. Racket Sports Courts (Outside)
Adopted by BoD, 08/12/15 1
Racquet Sports Courts (Outside)
In addition to the policies that apply to all Athletic/Fitness Facilities and Activities:
1. Hours. Courts are open daily from the time the Aspen Lodge opens until dusk, subject to
maintenance needs and weather.
2. If there is any debris, water or snow on the court, advise the Lodge Attendant. Do not begin play
until it is removed. Courts are not maintained (snow removed) during the winter months.
3. Dress. Appropriate tennis/sports apparel is required and upper body garments must be worn at all
times. Non-marking shoes are mandatory.
4. Food and Drink. No food or drink is allowed on the courts with the exception of unbreakable water
containers with lids.
5. Usage
5.1. Tennis Courts are for racquet sports only. No roller skates, roller blades, scooters,
skateboards, bicycles or remote control cars, etc. are allowed on the courts at any time.
5.2. Only Residents and their Guests may use the courts. Residents and Guests must have their
Resident nametags/access cards, Guest Pass or a copy of same in their possession.
5.3. Suspected non-residents using the court should be reported to the Lodge Attendant at the
Lodge Front Desk.
6. Scheduled events and group activities take precedent over open play. These are listed in advance
on the community calendar.
7. Special Rules for Court #1 and Court #2 (Ball Machine and Pickleball)
7.1. Court #1 is the court closest to the Aspen Lodge. A Ball machine is available for use on this
court only. Ball machine users may bump players off of court #1 onto court #2 if no players
are using court #2. Otherwise the ball machine users will have to wait until court #1 is
available.
7.2. Court #2 is the court farthest from the Lodge. Pickleball will only be played on this court.
Exception: During a Pickleball Group scheduled time or a scheduled Pickleball activity, then
both courts may be used for Pickleball.
4. Athletics and Fitness 7. Racket Sports Courts (Outside)
Adopted by BoD, 08/12/15 2
8. Sign in
8.1. Courts may not be reserved by telephone or email for open play.
8.2. All players must sign-in at the Front Desk for open play, indicating the starting time, prior to
taking the court. All players must be present to sign in. (All players need not be present to
sign in for a scheduled resident group or scheduled activity.)
8.3. Changing times during court play is not allowed.
8.4. If both courts are in use, sign up for the next available time. All players must be present when
signing up and taking to the court.
8.5. If there is a dispute about relinquishing the court, do not confront the players on the court.
Contact a Lodge Attendant who will review the sign-in sheets and determine the appropriate
thing to do. The Lodge Attendant’s word is final. The clock at the Lodge Front Desk is the
official sign in clock.
9. Time Limit for Open Play. Play is limited to 1 hour for singles and 1-1/2 hours for doubles.
10. During turnover of the courts, wait outside the gate until the group playing finishes the game (not
the set) they are currently playing.
11. Courtesy: Do not go on to the courts during play, unless you first ask the players.
12. Medical emergency: If there is a medical emergency on the court, call 911 and send someone to
advise the Front Desk at the Lodge of the situation, or send someone to the Front Desk to have
them call 911.
4. Athletics and Fitness 8. Personal Trainers
Adopted by BoD, 08/12/15 1
Personal Trainers (PTs)
Residents may bring in a Personal Trainer (a fitness professionals involved in exercise prescription and
instruction), as a Guest. The Resident would pay the standard daily or weekly Guest rate ($5 or $20) for
their Personal Trainer (PT). The Resident would be fully liable for their Guest, as always. The PT must
be with the Resident who hires him/her at all times. The PT will be allowed to train up to a maximum
of 4 persons at a time. In consideration to other Resident users, the Resident should conduct their
personal training activities during times of low equipment usage.
5. Communications 1. Chapter Content
Adopted by BoD, 08/12/15 1
5. Communications
This chapter is devoted to Communications between 1) the Association and its Member and Residents,
2) Association Advertisers and Residents, or 3) members of a Resident Group.
The main vehicle for communications is the Association’s website at www.sierracanyonreno.com.
Topics are:
1. Chapter Content
2. Communications Policy
3. Advertising Disclaimer
4. Kiosk Flyers and Posters
5. Easel Displays
6. Resident Group Guidelines For Community-wide Email Broadcasts
Every Lot Owner in Somersett, including those in Sierra Canyon
Every Lot Owner in Sierra Canyon
Property Ownership
Owns/maintains Common Areas and SOA facilities in Somersett Has ability to claim an easement over SCA Common Areas if SCA fails to maintain
Owns/maintains Common Areas and facilities in Sierra Canyon (deeded from SOA, including right to make RP&Gs for those areas)
CC&Rs
Apply to every lot in Somersett, including those in Sierra Canyon
Apply to every Lot in Sierra Canyon Cannot conflict with Somersett, but can be stricter
Bylaws
Apply to functioning of SOA Apply to functioning of SCA Independent of SOA bylaws
Architectural Design Guidelines
Somersett Aesthetic Guideline Committee (AGC), a group of paid professionals appointed by the Board.
ARC Guidelines apply to Lots in SC. ARC Guidelines must also be approved by Somersett Aesthetic Guideline Committee SC Architecture Review Committee (ARC) is a standing SCA subcommittee. ARC approves landscape plans and exterior modifications
Rules and Regulations
Created and adopted by SOA Board. Apply to operation of SOA, its facilities and owned Common Areas. Includes all streets, lots in SOA (including SC), e.g., signs, garage sales, holiday decorations, parking, towing, snow removal, etc. Do not apply to SCA owned Common Areas in Sierra Canyon
Created and adopted by SCA Board. Apply to operation of SCA, its facilities and owned Common Areas, as well as lots in SC Can be stricter than those of SOA if they cover same topic,
B. Board Resolutions and Policies Made Obsolete by this Document
This document obsoletes the PR&G document established by Board of Directors by resolution R2014-1,
on 08/20/2014, and the updates to Chapter 7, Sections 1, 5 and the new Section 7, providing a
standardized template for Committee Charters, adopted at the 02/11/15 Board Meeting.
The most substantial change, rippling through most of the document, relate to the Board’s decision to
change Management Companies, and to outsource management of all employees to the Management
Company (First Service Residential). This resulted in substantial differences in duties and titles for
people serving the Community in the Lodge, in the SCA Organization and Management section
(Chapter 2, Section 3), and in the Glossary. Other changes were: a total revision of the Collections
Policy, changes in the Board Appointed Committee policies, the deletion of fees for more than two
name tags/access cards, elimination of the Personal Trainer Policy, a new fee for $35.00/hour for
Lodge Attendant at private functions, and making the parking policy consistent with Somersett’s.
Chapter 2, Section 4, was revised 10/14/2015; Residents using the lodge need to wear or carry their
nametag, and produce it or other authorized documentation when asked by a staff member.
The remainder of this Appendix is a table of Resolutions and Policies made obsolete by the 08/20/14
PR&G Document.
Chap Sect Title Replaced/made obsolete
Front Pages
1 Cover Page
2 Table of Contents
3 Preface: How to Use this Document
4 Glossary and Acronyms
Introduction
1 1 Introduction - Chapter Content
2 Sierra Canyon Association, Briefly R 2004-6 (Original R&R Document)
3 Role of This Document
4 Chapter by Chapter Contents
Sierra Canyon Association
2 1 Sierra Canyon Association - Chapter Content
2 Purpose and Legal Status R2004-6.
3 Organization and Management R2004-6,
4 Members, Tenants and Guests R2004-6,
5 Guests Under 18 at the Lodge R2004-6,
6 Conduct of Members, Residents and Guests
R2004-6
7 Sierra Canyon Association as Employer
Sierra Canyon Association Policies, Rules and Guidelines Table of Contents
Aspen Lodge and Social Activities
3 1 Aspen Lodge and Social Activities - Chapter Content
2 Assumption of Risk R2006-10,
3 General Use of Facilities R2004-6,
4 Aspen Lodge Amenities R2004-6
5 SCA Sponsored Events
6 Point of Sale Policy
7 Resident Groups Policy adopted minutes 12/19/12, Policy adopted 8/13/08, R 2004-6
8 Billiards/Shuffleboard Room R 2004-6,
9 Library
10 Reservation and Rental of Facilities Policy adopted 2/20/13, Policies/Procedures 5/14/07
11 Schedule of Facility Rental Fees Minutes 11/22/04
Athletic and Fitness
4 1 Athletic and Fitness - Chapter Content
2 Classes, Programs and Activities
3 Policies for all Athletic Facilities and Classes