DEERFIELD VILLAGE RECREATION FACILITIES
The Deerfield Village Recreation Center complex, consisting of the grounds, all building and meeting rooms, swim pool and tennis courts, basketball court, and the athletic field at the far end of the subdivision, is the private property of the Deerfield Village Community Association.  This property is maintained for the exclusive use of qualified* homeowners and leaseholders of Deerfield Village, their families and invited guests.  The facilities are available, scheduled and approved by the Office Manager, according to rules and regulations set out by the Board and as scheduled by the Office Manager acting on behalf of the Board.

 

RECREATION CENTER MEETING ROOMS
The Board of Trustees and the official Association committees have priority in scheduling of all Deerfield Village Community Association facilities.  The meeting rooms and athletic field may be scheduled by a resident group or organization which has met the guidelines.  The swimming pool may also be rented for private parties after regularly scheduled pool hours. The grounds, tennis courts, area under Annex, pool pavilion, barbecue or picnic tables may NOT be reserved for private parties.  Qualified* residents may rent the rooms for private parties by arrangement with and at the discretion of the Office Manager and subject to availability.  *Assessments paid in full

 

 Updated 4/13/08

QUALIFICATIONS AS GROUP USER

     1.     The Recreation Center will not be used for the financial gain of any individual, non-civic group, political, or religious group, unless approved by the Board.
2.       A group or organization using the Recreation Center without charge must be made up of 50% or more of Deerfield residents.  Names and addresses of participants will be required by the Office Manager.
3.       The group must provide a service to the community (as defined in the Articles of Incorporation).
4.       The proposed activity must be within the scope of activities covered by the DVCA insurance policy and meet Board and Underwriter approval.
5.       If an independent contractor is to be hired to serve an approved group for an activity, the Board or its designated agent will administer the award and conduct of the contract.  Three bona fide bids will be required.  Contractor will provide proof of adequate and appreciable insurance covering all contractor employees working within the boundaries of Deerfield Village.
6.       Previously approved resident organizations, such as Girl Scouts, Boy Scouts, Women's Association, Deerfield Investment Club, Craft Groups, Bridge Groups, Bazaar Group meetings, etc., may hold their regularly scheduled meetings without a rental fee.  Meeting dates and times are arranged with the Office Manager.  To become a sanctioned activity, Board approval is required.
7.       An activity where 50% or more of the members are residents may use the Recreation Center meeting rooms without a rental fee.  However, if the group through their activity should create unusual maintenance costs, the Board may elect to assess a user fee.

Updated 4/13/08

QUALIFICATION TO RENT AS A RESIDENT USER

1.       Applicant must be a Homeowner or Leaseholder that has no outstanding deed violations and is current on their assessments. A minor will not be allowed to reserve a room in a Homeowner's name. A Homeowner renting the facility for an activity for a minor must agree to be present during the intended activity, with another adult(s) as required by the Office Manager, and accept full responsibility for care of the facilities.

2.       A private party, or informally organized group of residents may hold a social function with limited attendance.

3.       Rental will be on an availability basis only.

4.       Sponsoring residents must be in attendance throughout the function.

5.       The rental fee is $75 for the main Clubhouse downstairs for a total of 4 hours.(This includes 2 hours of rental, 1hour for set-up and 1 hour of clean-up) The rental fee is $65 for the upstairs Annex for a total of 4 hours.(This includes 2 hours of rental, 1 hour for set-up and 1 hour of clean-up). For each additional hour after the initial 4 hour rental there is a charge of $10.00 an hour. The rental fee for the small room directly across from the Association office is $20.00 for 4 hours (1 hour setup and 1 hour cleanup is included in this fee). Each additional hour is $5.00 an hour. A refundable $100 check will be required as a cleaning deposit for the rental of all areas.

6.       The sponsoring resident is responsible for ensuring that all keys are returned to the office manager within 72 hours after the function. If the key is lost, the resident sponsor will be held responsible for the cost of re-keying the facility and for the cost of replacing all keys to that facility.

Updated 6/29/08

 RECREATION CENTER FUNCTIONS

1.       In compliance with the Fire Code, a maximum of 75 people is allowed in either of the large meeting rooms.

2.       The serving, dispensing, and consumption of alcoholic beverages will be confined to the inside of the buildings unless the entire center has been previously approved for an adult activity.

3.       Recreation Center activities will not extend beyond 12:00 midnight unless specifically approved by the Office Manager.

4.       Wet bathing suits will not be allowed in the main Clubhouse, Annex, or main restrooms.  (Swimmers must use restrooms in Pump House only).

5.       If any guest is under 21 years of age, at least two responsible adults must be in attendance for meeting room activities.  There must be one resident adult couple per 20 persons where guests are under 18 years of age.

6.       There will be no music outside the Recreation Center rooms after 10:00 p.m.  Music on the grounds at all times must be kept at a level which will not disturb neighboring residents.

7.       Restraint must be exercised in using streamers and other decorations.  Holes are not to be made in the walls as a result of hanging decorations, nor should paint be damaged.  Furniture is not to be dragged across vinyl flooring in the Annex or laminate wood flooring in the downstairs Clubhouse.

8.       The Recreation Center lawns may be used for athletic games and play except when the lawns are excessively wet due to recent rain and such activity would damage the grass.

9.       The patio area under the Annex may not be reserved, but is available to residents on a first-come, first-served basis.

Updated 2/2/8

Tennis Rules
1.    Courts are for residents of Deerfield Village who have paid their assessments in full and their accompanied guests.

2.    All players shall wear AT ALL TIMES proper tennis attire:  tennis shoes, shorts, and shirt.  Cut-offs, bathing suits, bikinis, or regular street shoes are not considered proper attire.

3.    Courts will be utilized by reservation only, by use of the sign-up sheets which are posted on the office window.  Courts are reserved by listing first and last names.  No individual can sign up for more than one hour per day.

4.    No organized tournaments are allowed unless approved in advance by the Tennis committee and the Board of Trustees.

5.    Profanity, loud noises, or unsportsmanlike conduct will not be tolerated.

6.    No activities (such as bicycling, rollerblading, skateboarding, children's toys, soccer, or other games of any kind) other than tennis are allowed on the tennis courts.  Any activity other than tennis is damaging to the court surface.

7.    Players will leave the courts in clean condition and close gate when play is finished.  Leave courts as you would like to find them.

8.    Any player who disobeys rules or is not authorized to play will be asked to leave.

9.    Lights automatically turn off at 10:30 p.m.

10.    No glass or food will be allowed within the fence.

11.    No one under the age of 16 may reserve a court after 7:00 p.m.

12.    Reservations are forfeited if players are more than 15 minutes late.

13.    If a resident observes any infractions of the above rules, please contact a member of the Tennis Committee.  Also, if a resident wishes to suggest changes in the above rules, he should contact the Tennis Committee.

14.    No animals are allowed inside the tennis court fences.

* Qualified residents are homeowners and leaseholders whose assessments are paid in full

Updated January 25, 1999

ATHLETIC FIELD

The athletic field is for the use of Deerfield residents.  The following criteria are to be used to determine the schedules and use of this facility: 

1.               The field may be reserved for any sports activity.

2.               The coach and/or assistant coach and at least 50% of the players on the team reserving and using the field must be a Deerfield Village residents and present during the time of use of the field.

3.               An adult must, prior to reserving the field, obtain a copy of these rules and agree to comply therewith.

4.               The coach and/or assistant coach is responsible for damage to the property and all related amenities on site.

5.               After each scheduled use, the property is to be free of litter (cans, paper, debris, etc.)

6.               The field may be reserved by two (2) teams at a time.  The reserved time shall not exceed two (2) hours and no team may reserve the field for more than two (2) times per week.  If both teams require the use of the backstop at the same time, then the coaches must agree to share the facilities.

7.               Parking shall be limited to the parking lot only.  No cars shall be parked on the street or cul-de-sacs.  The school parking lot should be used if additional parking is required.

8.               If the sports field is reserved to two (2) teams at the same time, coaches shall coordinate with each other and share the backstop/goals, facility and cleanup.

9.               Reservations shall be coordinated through the Community Association Office Manager.

 Updated 4/13/08

Athletic Field Request form 

 

Name___________________________________________Phone Number____________________

 

Address___________________________________________________________________________

 

Organization_______________________________________________________________________

 

Dates:___________________________________________________________ 

 

Updated 2/19/03