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 is 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 their access card to a non-member (or permitting the entry of a non-member to the fitness facility) may have their membership revoked.
Use of Equipment
Members MUST reserve equipment on a daily basis for a set period of time as indicated on the scheduling sheets. This allows the maximum number of members access to the equipment during busy times. Scheduling sheets are also used to track usage and maintenance requirements. Please fill in sheets at all times.
Please respect other members by exiting equipment promptly. You are required to wipe down the equipment immediately before and after each use (materials provided).
Cancellation of Membership
Any member who wishes to cancel their membership must send notification of cancellation in writing (text) to the manager of the St. Clare’s Fitness Club. You must notify the Payroll Department to discontinue payroll deductions. Any member who cancels their membership must return the access control card for deactivation. 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 Manager of the St. Clare’s Fitness Club. 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.
Hire Fitness Instructors
The St. Clare’s Fitness Committee (SCFC) will only hire certified instructors.
Leave of Absence and Other Types of Unpaid Leave
Active members utilising payroll deduction who are on unpaid leave and intend to continue using the gym, MUST notify the Manager of the St. Clare’s Fitness Club 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 Manager of the St. Clare’s Fitness Club 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 will be given a discreet verbal warning by the manager and informed that they are in violation of a club rule/policy. The second time the member is found to be in violation they will receive a written warning. The third violation will result in a one month suspension of their membership. Any further violation will automatically result in cancellation of membership.
Processes for Problematic Situations
1. Discreet verbal warning from the Manager
2. Written warning – copy placed on member’s file
3. One month suspension of membership
4. Membership Cancellation
*Signed written complaint which has been investigated by the Manager and found to be legitimate.
Scheduling of Fitness Equipment
Scheduling sheets are posted for MEMBERS TO 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.
Scheduling sheets will be used by the manager to determine usage of equipment and maintenance requirements.
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 Manager of the Gym ASAP stating the reason why they cannot use the fitness facility. Each case will be evaluated on its own merit. The decision 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 NL Health Services are asked to notify the Manager ASAP. Members who no longer work with NL Health Services 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 Manager to have their membership suspended for the duration of the unpaid sick leave. If possible members must state how long they expect to be on unpaid sick leave. On return to work members must notify the Manager 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.
In the event of the loss of Room SMB26 (location of the SCFCLUB’s gym), with no projected replacement space within the existing or new facility, the St. Clare’s Fitness Club will be dissolved.
In the event of Dissolution the official representative/agent of the membership, Re: assets and current funds, will be the St. Clare’s Fitness Club Administrator. All outside contractors (ie Spartan, Audio Systems etc.) will be paid for any necessary work related to the dissolution of the club. All assets (i.e. fitness and other equipment) will be sold and the proceeds added to the remaining current funds, the total of which will be shared equally amongst members with one year minimum continuous active membership.
The Administrator of the SCFC will be responsible to distribute any/all cheques to the active members while obtaining a signature of receipt 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.