Use of Fitness Room
Access Policy
Use of Equipment
Cancellation of Membership
Change is Health Status
Hiring Fitness Instructors
Leave of Absence and Other Types of Unpaid Leave
Membership Fees Paid in Advance
Processes for Problematic Situations
Scheduling of Fitness Equipment
Sick Leave and Other Types of Paid Leave
Termination of Employment
Unpaid Sick Leave
Relocation/Dissolution Policy
Use of Fitness Room
Use of the fitness room if restricted to MEMBERS ONLY. Members enter and use the fitness room at their own risk.
Access Policy
Members in good standing may access the fitness facility 24 hours a day, 365 days of the year. Any member giving/lending his/her access card to a non-member (or permitting the entry of a non-member to the fitness facility) may have his/her membership revoked.
Use of Equipment
Members may reserve equipment on a daily basis from Monday to Friday for a set period of time as indicated in the fitness room. Please respect other members by exiting equipment promptly. You are required to wipe down the equipment immediately after each use (materials are provided).
Cancellation of Membership
Any member who wishes to cancel his/her membership must send notification of cancellationin writing (e-mail) to the chair of the St. Clare’s Fitness Committee. The chairperson will then notify the Payroll Department to discontinue payroll deductions. Any member who
cancels his/her membership and returns the access control card will receive a refund of $2.50. Members who have paid in advance for their membership will receive a refund for any unused portion of their paid membership.
Change is Health Status
Members must report any change in their health status* which might prevent them from safely participating in physical activity, to the Chair of the St. Clare’s Fitness Committee. Members will then be asked to complete another “PAR-Q” (Physical Activity Readiness Questionnaire) and may have to provide a clearance note from their doctor or specialist.
*Including but not limited to: heart condition, heart surgery, hypertension, bone or joint problem, arthritis, fibromyalgia, chronic fatigue syndrome or any other illness/condition.
Hire Fitness Instructors
The St. Clare’s Fitness Committee (SCFC) will only hire certified instructors.
The SCFC is responsible for the management of all fitness
programs while recognizing the rights of instructors to control class content and instruction in accordance with the standard of the agreed upon fitness program. All fitness instructors are
required to read this policy and sign the attached form indicating they have read, understand and agree to the terms and conditions outlined.
All fitness instructors hired by the SCFC shall be for one fitness program. A program is considered to be a maximum of 10 classes and not less than eight for a maximum instructional time of one hour per class. The rate of pay is to be agreed upon with the instructor to a maximum of $30.00 for one hour of class instruction. Payment will be made by cheque at the end of each month.
Each fitness program will be evaluated at the end and/or at the discretion of the SCFC at any time during the fitness program. All evaluations are confidential. The instructor, upon verbalrequest, will be provided a synopsis of the evaluation.
The SCFC, based upon the participants evaluation of the program and/or low attendance shall discontinue the fitness program with notice to the instructor and attending members and with no further monetary compensation to the instructor for any class/classes which are cancelled.
The SCFC reserves the right to:
– cancel any program or class at any time with 24 hours of notice to the instructor
– offer any fitness program to members and non-members for a
fee (e.g., drop in or set rate). This fee will be exclusively for the benefit of the St. Clare’s Fitness Club and will not be shared with the instructor or used to top up payment for the instructor.
In a situation when classes are cancelled due to unforseeable circumstances, (e.g., inclement weather; unavailability of the designated space; unavailability of the instructor) said classes may or may not be rescheduled at the discretion of the SCFC. Cancellation will result in nonpayment for the instructor.
Leave of Absence and Other Types of Unpaid Leave
Active members who are paying membership fees through payroll deduction and are on a leave of absence or other types of unpaid leave must notify the chair of the St. Clare’s Fitness Committee ASAP to make other payment arrangements. Failure to do so within two weeks after suspension of payroll deductions may result in cancellation of membership.
Membership Fees Paid in Advance
Members who pay their membership in advance are responsible for renewing their membership once their present membership expires. Members must contact the chair of the St. Clare’s Fitness Committee no later than two weeks after their expiration date. Failure to do so may result in cancellation of membership.
Processes for Problematic Situations
These processes are in place to deal with problematic situations and members who do not adhere to club policies/rules. When a situation occurs or a legitimate complaint* is received about a specific member the member is first given a discreet verbal warning by a committee member and informed that they are in violation of a club rule/policy. The second time the member is found to be in violation of a rule/policy, they are given a
written warning, the third time the member will receive a one month suspension of their membership and the fourth time the member’s membership will be rescinded.
Processes for Problematic Situations
1. Discreet verbal warning from a committee member
2. Written warning – copy placed on member’s file
3. One month suspension of membership
4. Membership rescinded.
*Signed written complaint which has been investigated by a committee member and found to be legitimate.
Scheduling of Fitness Equipment
Scheduling (sign-up) sheets are posted usually before 8:00 am Monday – Friday. MEMBERS MAY SCHEDULE FITNESS EQUIPMENT FOR ONE 20 MINUTE SESSION ONLY DURING PEAK TIMES!
(12:00 pm – 2:00 pm and 4:00 pm – 6:00 pm)
Duplication or back to back sessions are not permitted on the same type of equipment.
Members may reschedule the same type of fitness equipment again at times other than peak times.
The clock in the fitness room is used to determine when to access and exit equipment”. Members who arrive late for a session must still exit the equipment on time to accommodate the next member who is scheduled.
Sick Leave and Other Types of Paid Leave
Members who are on EXTENDED sick leave and other types of paid leave and who through no fault of their own are unable to use the fitness facility may request an exemption from paying their membership fees while still retaining their membership. This request must be made in writing to the chair of the SCF Committee ASAP stating the reason why they cannot use the fitness facility. Each case will be evaluated on its own merit by the SCF Committee. The decision of the committee is binding. Any member who is denied an exemption must continue paying membership fees to retain membership. Failure to do so may result in cancellation of membership.
Termination of Employment
Members who terminate their employment with Eastern Health are asked to notify the committee chair ASAP. Members who no longer work with Eastern Health are not eligible for membership. (Exception: Members whose termination is the result of retirement).
Unpaid Sick Leave
Members who are on unpaid sick leave for any extended period may apply in writing to the chair of the fitness committee to have their membership and fees suspended for the duration of the unpaid sick leave. If possible members must state how long they expect to be on unpaid sick leave. Requests will be reviewed by members of the SCF Committee. The decision of the committee is binding. On return to work members must notify the chair of the committee for reactivation of membership.
Relocation/Dissolution Policy
Any purchase of assets by the St. Clare’s Fitness Club (SCFCLUB) will remain the property of the SCFCLUB.
The decision to relocate the St. Clare’s Fitness Club offsite or dissolve the club will be made by a majority vote of the active membership.
The official representative/agent to fulfill the wishes of the membership will be the St. Clare’s Fitness Committee (SCFC).
In the event of eviction from the St. Clare’s Mercy Hospital Site i.e. Room SMB26 (location of the SCFCLUB’s gym) by Eastern Health there will be a vote by the active membership of the club to decide on one of the following options:
Option 1: To relocate the St. Clare’s Fitness Club to a suitable offsite location.
Option 2: To dissolve the St. Clare’s Fitness Club.
This vote and all subsequent votes will be carried out solely by SCFC. The decision(s) by the majority of the active membership will be final and binding.
If the majority of the active membership chooses Option 1 then the SCFCLUB will be relocated to a suitable location offsite.
If the majority of the active membership chooses Option 2 then the balance of the SCFCLUB’s Community Account, Bank of Montreal,
384 Elizabeth Avenue, St. John’s, NL will be shared equally amongst the active members. As well all assets (i.e. fitness and other equipment) will be sold and the money from the sale will be shared equally amongst the active members. The Chair of the SCFC will be responsible to distribute any/all cheques to the active members while obtaining a signature for each cheque distributed.
Once all cheques written on the SCFCLUB’s community account have been cashed and have cleared the account, the account will be closed.