Civic Association of Smallwood, New York, Inc.
Member Code of Conduct
The Civic Association of Smallwood, NY, Inc. (Association) provides recreational and social opportunities for its Members through programming, events, and the maintenance, protection, and preservation of the Association’s assets and facilities, including Mountain Lake and its shoreline, Smallwood Beach, the Civic Association Park, basketball, tennis and pickleball courts, playground, and the Lake Hill Lodge.
All Smallwood homeowners are eligible for membership in the Association. If Smallwood residents desire to enjoy Association Facilities and access to the Lake, they are encouraged to purchase their own membership - they may not utilize another Smallwood resident's Membership Cards or Guest Cards. Additionally, Members may not accompany a non-member Smallwood resident to enjoy Association facilities, including, but not limited to, the facilities mentioned above, or to Association Member events, as their guest, unless otherwise stated by the Board of Directors. Doing so may result in the suspension or revocation of the Member’s benefits or Membership.
Houseguests of Members must have a valid Guest Card on their person when on Association property. Renters are not considered houseguests. All Members are expected to carry proof of Membership plus picture ID and present such when asked to do so by Association representatives.
In order to promote the enjoyment of these programs, events, assets, and facilities by all Members, the Association has adopted the following Code of Conduct.
It is the responsibility of Members to ensure that their family and household members, guests, and renters are familiar with and abide by this Code of Conduct. Failure by a Member,by a member of their household, or by their guests or renters, to abide by this Code of Conduct may result in suspension of Membership benefits or revocation of Membership at the discretion of the Conduct Review Board.
Should conduct (by a Member, a member of their household, their guests or renters) not in keeping with this Code be reported to the Conduct Review Board, the Member will be notified of the complaint within ten (10) days by the President or a member of the Board of Directors in person, by telephone call or by electronic mail.
The Conduct Review Board shall conduct a hearing in which the material facts and any other documents submitted from any of multiple sources (e.g., by the Member under review, by members of the Lake Patrol, the Beach Manager, etc.) shall be considered. Deliberation shall include review of documents and may also include personal interviews with concerned parties.
The party under review shall be notified of the decision of the Conduct Review Board by certified mail and by electronic mail if an email address is on file with the Association. The decision of the Conduct Review Board shall be final and binding.
The Conduct Review Board shall be appointed by the President and shall consist of three Members, two from the Board of Directors and one from the General Membership. Conduct Review Board members are appointed to a two-year renewable term at the discretion of the Board President.
If the decision of the Conduct Review Board is to suspend or revoke benefits or Membership, the Member has the right to petition the President of the SWCA, in writing, including electronic transmission, for reinstatement. The suspension or revocation will remain in effect until the President determines whether and when to partially or fully reinstate benefits or Membership in the Association. Following the review by the President, the Member shall receive notification of the President’s decision by registered mail. In the event of suspension of benefits or revocation of Membership, dues and any fees previously collected will not be prorated or returned.
In addition, the Association may from time to time implement an Emergency Code of Conduct in order to address temporary circumstances when warranted. Once implemented by the Board of Directors, an Emergency Code of Conduct is subject to change upon the majority vote of the Board of Directors. Members, members of their household, and their guests and renters, must abide by any Emergency Code of Conduct, and failure to do so may result in suspension of benefits or revocation of Membership in the same manner as failure to abide by the Code of Conduct.
Code of Conduct
All Members of the Association, their households, and their guests and renters, shall at all times, when on Association property or at Association events, programs, or meetings:
1. Follow all federal, state, and local laws, rules, and regulations.
2. Cooperate with the Association’s designated representatives, Lake Patrol, private security hired by the Association, or law enforcement. Failure to do so may result in suspension and/or revocation of Membership.
3. May not carry firearms on Association property unless the carrier is a Bethel, Sullivan County, New York State, or Federal Law Enforcement officer.
4. Treat all other Members, and their guests and renters, with courtesy and respect.
5. Follow all Association polices and rules including, but not limited to, the beach, watercraft, fishing and dock, lodge and park use rules as delineated on the SWCA website.
6. Treat Association property and facilities with respect and care, and not intentionally vandalize, damage, or destroy Association property.
7. Respect and protectMountain Lake and its shoreline by not littering or intentionally dumping any waste or toxic substance into the lake or on its shores.
8. Be mindful of others who may want to use facilities that other Members may also want to use by sharing those facilities or spaces or only using them for a reasonable amount of time if sharing is not possible or practicable.
9. Never make any derogatory, discriminatory, or disparaging remarks about any other Member’s, or their guest’s or renter’s, race, color, national origin, religion, sex, disability, age, marital status, familial status, sexual orientation, or gender identity.
10. Respect the health and safety of others by not engaging in conduct that may endanger others.
11. Not smoke or vape at Smallwood Beach, in the Lodge, at the Civic Park, on the basketball, tennis and pickleball courts, or at the playground. Smoking or vaping is permitted on the lake or on docks so long as: (1) it does not prevent the enjoyment of these facilities by other Members and that smokers or vapers discontinue smoking or vaping when asked by another Member who wishes to make use of the dock or area of the lake; (2) it does not damage Association property or docks (such as damage that may be caused by extinguishing a cigarette on a dock); and (3) all waste (such as cigarette butts, wrappers and containers) are disposed of properly and not left as litter, thrown on the ground, or into the lake.
12. Not use illegal substances or drugs while on Association property.
13. Not be present on Association property or at Association events, programs, or meetings in a state of intoxication from alcohol or other substances.
14. Maintain the cleanliness of Association property by cleaning up after using Association facilities and disposing of waste in the proper receptacles.
15. Be mindful of the presence of children and conduct themselves appropriately, in action and in language, when in their presence.
16. Respect the property of others, and not take without permission, or intentionally vandalize, damage, or destroy the property of others.
17. Parents, guardians, or other individuals who bring minor children onto Association property or to Association events, programs, or meetings, are responsible for supervising such minors and ensuring that such minors do not unreasonably interfere with the enjoyment of Association facilities, and that said minors do not behave in a way that endangers the safety and security of other Members or the good working condition of Association facilities and assets. Members, their households, their guests and renters, are responsible for any damage or injuries caused by minors under their supervision.
18. Pets or animals—including, but not limited to, dogs—owned by, or under the care or supervision of, Members or their guests or renters, that are brought onto Association property (where permitted) must be kept on a leash at all times. Members, or their guests or renters, are responsible for supervising such pets or animals, and are responsible for any damage or injuries caused by pets or animals under their supervision. Any waste or animal droppings deposited by such pets or animals must be immediately removed and properly disposed of by the individual charged with the pet or animal’s supervision.
19. Not use illegal substances or drugs while on Association property.
Emergency Code of Conduct – COVID-19
In light of the ongoing public health emergency caused by the ongoing SARS-Cov-2 (also known as COVID-19 or the coronavirus) pandemic, the following Emergency Code of Conduct has been adopted. This Emergency Code of Conduct is subject to change at any time after deliberation and a majority vote of the Board of Directors. It is the responsibility of all Association Members, their households, and their guests and renters, to stay informed about any changes to this Emergency Code of Conduct. This Emergency Code of Conduct, and any updates, will be: (1) emailed to all Members who have provided the Association with their email address; (2) posted at Association facilities and events, programs, and meetings; and (3) posted on the Association’s website. The Emergency Code of Conduct must be followed by all, regardless of whether one has had COVID-19, has had a test confirming the presence of COVID-19 antibodies, or has been partially or fully vaccinated.
All Members of the Association, their households, their guests and renters, shall at all times, when on Association property or at Association events, programs, or meetings: