Society Membership

Residents of Heritage Hills (which includes renters) receive a Society Photo ID card at no cost, which entitles them to use all Society facilities. Those using the Fitness Center, pools, shuttle bus and the recreational equipment obtained from the Security Office are required to show their cards. There is a charge for replacing lost cards.

General Rules

  1. Heritage Hills Society facilities are provided for the exclusive use of its residents and their guests.
  2. Heritage Hills Society facilities are not available for private parties or any other private gatherings.
  3. Any group, club, class or other activity recognized by the Heritage Hills Society and any
    condominium association may reserve space for meetings, classes and other events.
  4. In accordance with New York State law, smoking is prohibited in all enclosed areas in Society facilities and at pools, tennis courts and other outdoor facilities.
  5. No fees shall be paid for Society services provided by residents of Heritage Hills unless prior approval is obtained from the Society Board.
  6. Charter buses may be engaged by clubs and activities subject to scheduling and coordination by the Activities Office.  A certificate of insurance must be obtained from the carrier (bus operator) and put on file in the Activities Office.

Activities Center
Open: 7 am to 11 pm daily

Facilities

Library
Open: Monday through Friday from 10:00am to 3:00pm Saturday from 10:30am to 1:30pm

Mail Room
Each recognized organization and activity  is allocated a mail slot to receive communications.

A bulletin board is also provided for communications, advertisements and fliers as approved by the Activities Office.

Alcoholic Beverages

  1. Cash bars are strictly prohibited. Drinks may not be purchased for cash or scrip at any function or meeting on Heritage Hills Society property. BYOB functions at which the host groups furnish setups are permitted.
  2. Persons  tending bar whether paid or a volunteer, must exercise careful judgment when confronted by a person who appears unfit to drive. The bartender must politely but firmly refuse to serve another drink. Alternate transportation should be arranged.
  3. At least one week before a scheduled affair, outside caterers or other providers of food and/or drink must present a certificate of insurance  to the Activities Office.
  4. Consumption of alcoholic beverages is permitted in the Heritage Room, meeting rooms and Lake Lodge.

Displays — Posters
Those wishing to hang pictures, posters, bulletins, decorations, etc., must receive permission from the Activities Office.

Food Service
Any group using Society facilities is responsible for cleaning up and leaving the area in proper order for the next group to enjoy.

  • All litter must be picked up and placed in garbage cans. windows must be closed and locked.
  • All lights must be turned off at the end of each activity.
  • Spills on stoves, in ovens, on countertops, on floors, etc., must be cleaned up at the end of each function.
  • No food may be left on counters or stored in refrigerator at the end of a function.
    All food (tea, coffee, sugar, crackers, etc.) may be stored in assigned cabinets in the kitchen and pantry cabinets and must be tightly sealed and properly labeled as to contents and ownership.
  • Food may be stored in a refrigerator only on the day of an event.

Activities Reservations

  1. All Society properties are available for use by recognized groups and condos. These facilities are the Activities and Fitness Center Buildings, including the Fine Arts Center, and Lake Lodge.
  2. Reservation applications will be honored on a first come. first-served basis.
  3. In allocating room reservations, a resident-only activity takes precedence over an activity that includes nonresidents other than guests or in instances where the Society Board has approved participation by non-residents.
  4. Reservations must be made in advance for a single event or for regularly scheduled events such as condo board meetings, concerts, classes or other recognized activities.
  5. Reservations for regularly scheduled activities may be rescinded by the Board to accommodate special events, provided reasonable advance notice is given.
  6. The Activities Office is authorized to determine where an activity should be held, with the decision based on the estimated attendance and purpose of the activity.

Every request for a reservation must be submitted on a form provided by the Activities Office for that purpose and every booking must be acknowledged by the Activities Office on an approved copy of that form. The Community Theatre may have exclusive use of the Heritage Room for fall and spring productions for one week prior to the first performance.

  1. The Activities Office will mediate any differences about scheduling that cannot be resolved amicably by the parties involved.
  2. If the Activities Office is not notified of cancellation of an event requiring meeting room setups at least 24 hours in advance, the offending organization or activity may be charged a fee.
  3. The Society’s audio-visual equipment must be signed out at the Activities Office. Those who will use the sound equipment and other equipment cannot use the equipment without the proper maintenance staff. See – Reservation Rules and Procedures

Fitness Center Equipment

All equipment for use in the Fitness Center, Activities Building and Outdoor facilities must be signed out at the Security Office in the Fitness Center. This includes basketballs, volleyballs, Ping-Pong paddles, billiard balls. etc. Residents using the exercise equipment must observe the posted safety regulations. See – Fitness Center Rules & Regulations
The Fitness Center, gymnasium, Lake Lodge and Activity Center are under Security television surveillance.

Organized Activities

Fine Arts Center

  1. Group instruction is offered at specified times in the arts and crafts rooms as scheduled by the Activities Office. All instruction is for the benefit of residents in the order in which they register. Visitors are not allowed to attend class sessions and may be required to leave at the request of the instructor or the Activities Office.
  2. Instructors may charge a fair fee determined on the basis of their qualifications and experience as well as on the basis of the “going market rate.”. Heritage Hills Society facilities are made available to instructors at no charge. This consideration should be  recognized in the establishment of fees. All fee structures must be submitted to the Activities Office for review and approval.
  3. Make-up classes are given only when an instructor misses a session. not for students who are absent. Full course refunds are returned up to seven days before the first scheduled class.
  4. The workrooms are also available to residents who wish to pursue artistic endeavors on their own.

Fine Arts Center Room Access

Keys are kept at the Security Office located in the Fitness Center and the Activities Office.

  1. Only those residents who are registered in a current art class are authorized to sign out keys to closets in the appropriate studios. Lists of current students and others authorized to use the keys are kept in the Activities Office.
  2. Upon presenting their Society Photo ID cards, residents who are not participating in a current class may sign out a key for the appropriate studio door only when a class is not in session. They may not use closet keys.

Class Registration

  1. All registrations, are made directly to the class instructor in advance of each class.
  2. Each registration must be accompanied by a separate check.
  3. Class size is determined by the instructor, who may cancel for insufficient enrollment in  these cases, tuition will be refunded.
  4. There is an additional charge for materials for most classes. They will be noted.
  5. Students must register for an entire course, no prorating allowed.

Woodworking Shop

Keys are provided to the officers and monitors. Use of the shop is restricted to the posted hours during which monitors are present.

Clubs & Organizations

All proposed clubs, committees and other organizations using Society facilities must be approved by the Heritage Hills Society Board of Directors, which reviews and approves the bylaws and/or rules and regulations of each applicant.

  1. Society will recognize and support those organizations, clubs and activities open to all residents, formed to serve a cultural, social, recreational or educational interest. Classes or clubs are based on residents’ requests and approved by the Activities Committee first and then the Society Board.
  2. Solicitation and sellers of goods and services is not permitted. Invited guest speakers and/or residents addressing approved clubs will speak on agreed subjects and will not solicit the group for the sale of services or goods.
  3. Membership in such organizations, clubs and activities is restricted to Heritage Hills
    residents and their guests. An exception must be approved by the Society Board. However, classes for instruction shall be limited to residents only. NO group may be formed along charitable, religious or political lines. However, charitable events may be supported by approved organizations, clubs or activities.
  4. The Society does not allow publicizing and advertising Heritage Hills events outside Heritage Hills.
  5. Organizations, clubs and activities may levy dues and fees only to the extent necessary to support the needs of the group or to maintain or improve Society facilities.

Organization Approval Process

Any Heritage Hills resident or resident group may request Society recognition of an organization, club or activity in a letter to the Society accompanied by an official form prepared for that purpose and containing the following information:

  1. The formal name of the club, organization or activity
  2. The purpose of the club, organization or activity and the needs of its membership that will be served.
  3. Requirements for membership or participation, including a stipulation that involvement is strictly limited to Heritage Hills residents or exceptions as approved by the Society Board.
  4. The nature and frequency of membership meetings, programs or activities, with the provision in the case of clubs that at least one membership meeting be held per year.
  5. A list of officers or the resident chairperson, with addresses, telephone numbers and e-mail address.
  6. A description of any special or professional services to be arranged by the club, organization or activity, including general criteria for selection, compensation, termination and special responsibilities of the experts so employed.
  7. A definition of the Society’s facilities and/or equipment needed at gatherings or meetings.

Use of Facilities by Groups without Official Society Recognition

Non-recognized groups may use the meeting rooms and other facilities of the Society in the Activities Building and Fitness Center with the following provisions:

  1. Meetings can take place in any unoccupied rooms.
  2. No advance reservations may be made. Meetings of groups of 12 or more must have the formal written approval of the Activities Office.
  3. Attendance at such meetings is limited to Heritage Hills residents except as specifically approved by the Society Board.
  4. Rooms must be vacated to accommodate any approved Society affair.
  5. No provision will be made to set up or dismantle rooms. 
  6. Meeting rooms must be left clear and free of all debris.