Heritage Hills Society Rules and Regulations

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 at the Activities Office in advance of each class.
  2. NO checks may be left in Activities Building mail slots until a class is publicly announced. Checks will be picked up each day, with the date and time noted.
  3. Each registration must be accompanied by a separate check.
  4. Class size is determined by the instructor, who may cancel for insufficient enrollment in  these cases, tuition will be refunded.
  5. Activities Office requires seven days’ notice for a registrant to receive a refund for class withdrawal.
  6. There is an additional charge for materials for most classes. They will be noted.
  7. 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. This must be done by prior arrangement with the Activities Office.
  6. Meeting rooms must be left clear and free of all debris.

Society Contributions

The Heritage Hills Society welcomes and will publicly acknowledge contributions for both its betterment and the enrichment of the lives of all Heritage Hills residents under the following conditions:

  1. Donors should make their offerings to the Board of Directors which will pass on their acceptance, including any conditions accompanying the gift.
  2. Cash donations are to be made to the Heritage Hills Society Ltd. operating fund. Donors may specify how the gift is to be used as approved by the Society Board.
  3. Noncash donations may be made with these provisos:
  1. Material items must be usable in their present state and capable of fulfilling a definite need (evaluation to be made by the appropriate committee).
  2. Person wishing to purchase an item to contribute may do so providing the Society participates in its selection.

Transportation

  1. The Heritage Hills Society is responsible for the operation of a Shuttle Bus service to carry residents to and from the Goldens Bridge train station, Towne Centre at Somers, the 202 Commercial Center, ACME in Goldens Bridge, Mill Pond Offices and the medical center at Routes 116 and 202.
  2. The buses operate at specified times between the Activities Center Parking area and the East and West Hills pickup points (the intersection of a C road at an A or B road) and the shopping areas, when requested by riders.
  3. Shuttle buses are not taxis and will pick up and discharge passengers only at locations on A and B and some specified C roads and other specific places.
  4. Drivers require that all passengers are seated and buckled up before moving the buses.
  5. Residents going to the railroad station have priority at all times over those going to shopping centers. Shuttle drivers have sole discretion over the route of each trip. When location and number of Heritage pickups permit, Somerstown 202 Commercial Center and ACME riders are discharged en route to the station. A driver may decide the time is too short for a safe, ride to Goldens Bridge and an anxiety-free train connection; shoppers will be discharged at their destinations on the shuttle’s return from the station.
  6. Drivers are required to report to Security the name and unit number of any passenger who objects to a driver’s choice of route.
  7. Smoking and consumption of alcoholic beverages is forbidden on buses.
  8. The Society reserves the right to refuse service to residents who are on record as disorderly or abusive to a driver.

    Dial-A-Ride

Residents who want shuttle transportation during off- peak hours to the train station and shopping areas are required to call Security, 276-2877, at least 60 minutes before a bus is scheduled to leave the Activities Center parking area. See Website for current bus schedule or contact Security at 276-2877

Recycling
All condos in Heritage Hills participate in the recycling program that includes magazines catalogs, cardboard, newspapers, glass, cans and plastics. Recyclables are collected weekly. Recycling information, including schedules, is published by each condominium.

Security, Health & Safety

Motorists

  • Under legislation enacted by the Somers Town Board in November 1990, a 30-mile-an hour speed limit was adopted for Heritage Hills, with the local police authorized to issue summonses for violations. Signs posted on Heritage roads (black on yellow) also require lower speeds on curves and hills where warranted. Stop signs and signals must be observed.

It is against the law to park in spaces reserved for the handicapped without a town permit displayed on the dashboard or a “handicapped” license plate issued by the State. Fire lanes and cross-hatched areas are not to be used as parking spaces.

Pedestrians
Joggers and walkers are requested to wear reflectors on their clothing for night runs and are required to stay in single file in the lane facing traffic.

Pets
Owners are required to keep cats and dogs on leashes out of doors. Under town law, they are required to pick up after pets and place feces in the regular poop bags and then place in your household garbage bags prior to putting that in your condo waste bins. Do not drop dog waste in storm drains or trash cans. Town Law also provides for penalties for owners of dogs that create nuisances with excessive barking.

Dark Houses
Residents must appear in person at the Security Office to register their units as “dark houses” if they plan prolonged absences. Security officers will make regular checks of units on their patrols. To remove a unit from the dark house list the unit owner must appear at the Security Office.

Emergency Information
A file is kept for unit owners who wish to register emergency contact information with the Security staff. The file provides for listing of medical information, personal physician and family members and neighbors to be contacted in an emergency.

Keys
It is preferable that a key to every unit be placed on file with Security. If in an emergency Security has to enter a unit for which it has no key, the unit owner will be held responsible for the expense of any repairs needed as a result of such forced entry.

Solicitation Policy
No solicitation is permitted in Heritage Hills. Solicitation shall be defined as any uninvited person contacting owners in person on the premises or engaging in the general distribution of material other than to subscribers. Persons engaged in such activity are to be viewed as trespassers and will be asked to leave the property promptly. Failure to comply on the part of the solicitor will constitute authorization for a security officer to seek assistance from State or Somers police. An exception is made for candidates for political office, who are permitted to campaign in Heritage Hills providing they register at the Security Office.

Vandalism or Rowdyism
Persons who engage in abusive use of any of the facilities or who conduct themselves in a disorderly manner will be denied use of the facilities, held accountable for damages and may be reported to authorities for prosecution.

Enforcement

    1. If the Board of Directors determines that there may be a violation of any of these Rules and Regulations, it may cause a notice in writing to be sent by certified mail, directing the unit owner or tenant, if any, to correct or desist from such violation forthwith. A copy of the rule or procedure in question shall be enclosed with such notice.
    2. If the unit owner does not dispute the violation and fails to correct it within the time specified by the Board of Directors, the Board may levy charges as set forth in paragraph 5 below.
    3. If the unit owner or tenant disputes the violation, he or she may submit a written demand for a hearing within ten (10) days of the date of the mailing of the notice of violation. Upon receipt of such a demand, the Society President shall set a date for a hearing, giving reasonable notice to the unit owner or tenant. The hearing shall be held before a panel of three (3) board members designated by the President, with none of them being a resident of the same condominium as the accused.
    4. If the panel finds that the unit owner has in fact violated the Rules and Regulations, the Board of Directors shall then give the accused person a final notice in writing, specifying the time for compliance.
    5. If the unit owner or resident fails to correct an undisputed violation or fails to comply with a final notice after a hearing on a disputed violation, the board may levy a suitable charge for each day the violation continues after the time has elapsed for compliance specified by the board. Such charges shall be collected in the same manner as the regular monthly dues owed to the Society.

      Exceptions to Rules
      Any and all deviations from Society rules and regulations must have the advance approval of the Society Board of Directors.

      Rules Changes
      These Heritage Hills Society policies, rules and regulations are subject to change at any time by action of the Board of Directors without prior notice.