Crestwood Village Six
Policies and Procedures for Application to be a
Club, Organization, Activity or Special Activity
The Crestwood Village Six Board of Trustees has established policies and procedures for the application and the approval or denial for clubs, organizations, activities, and special activities. The Crestwood Village Six Board of Trustees sought to provide a method of establishing clubs, organizations, activities or special activities that would insure the safety, wellbeing, limit liability and with the intention to fulfill its responsibilities to the residents of this community.
The Board of Trustees found it necessary to define what is to be considered a club, organization, activity, or special activity. It was also necessary to define what club, organization, activity or special activity is. If it is or will be considered a CV6 dependent and would it be under the Board of Trustees control. Or what would be considered not under the Board of Trustees control as an independent club, organization, activity or special activity.
CV6 Dependent Club: is defined as one which was created for the residents of VC6, meets on a periodic basis, has dues collected from its membership, an elected executive board of CV6 residents, and by-laws governing the club. This type of club is permitted the use of CV6 facilities without a charge or fee and is for the benefit of the entire CV6 community.
This category includes: 1) CV6 Residents Club
2) CV6 Sportsman Club (Bingo)
CV6 Dependent Organization: Is defined as a group of individuals that have been organized under the approval of the Board of Trustees to carry out specific functions. Its membership is made up of only CV6 residents, has an internally elected executive board, by-laws and rules and regulations for it to function and achieve its objective.
This category includes: 1) CV6 Advisory Board
2) CV6 Safety Patrol
CV6 Dependent Activity: This category includes those activities or special activities that were sanctioned by the Board of Trustees historically, as it was an activity that any resident could avail themselves of or be a part of the activity or group doing the activity. For this designation it is considered a group of individuals without an elected executive board, without by-laws, and that comes together for a common enjoyment activity. No fee is assessed for having the activities by the Board of Trustees.
This activity category includes: 1) Art
5) Canasta, Pinochle, Poker, Mah Jongg
9) Travel (bus trips)
10) Recreational Walking Club
Independent Clubs: This category includes clubs that have an inter-village membership that may have an elected executive board, which may be made up of other then CV6 residents, and is not subject to oversight by the CV6 Board of Trustees. It is at the discretion of the Board of Trustees if a fee for monthly meetings or special activities is required or waived.
This category consists at the present time of:
1) Deerfield Women’s Club
Independent Activities: This category includes activities that are open to inter-village residents that have historically been permitted to utilize the facilities of Crestwood Village Six at the discretion of the Board of Trustees and are subject to possible fees.
This category consists of: 1) Bereavement support group
5) Deerfield Songsters
Policies & Procedures for application:
It is the policy of the Board of Trustees to provide the opportunity to foster and facilitate the continuation or creation of clubs, organizations, activities or to have special activities to enhance the enjoyment, education, safety or wellbeing of the residents.
It is the policy of the Board of Trustees to fulfill its responsibility as the communities elected governing bodies to insure that all applicable laws including federal, state, and municipal are adhered to.
It is the policy of the Board of Trustees to permit non-residents of Crestwood Village Six to participate in clubs, organizations, activities or special activities if and only if the club, organization or activity included the rationale for such inclusion at the time of submission for recognition as a club, organization, activity or special activity and has been designated either dependent or independent.
It is the policy of the Board of Trustees that the creation of clubs, organization or activities utilizing the facilities of Crestwood Village Six is a privilege extended to the club, organization or activity and not a right without limitations.
It is the policy of the Board of Trustees to create policy, procedures, rules and regulations to protect not only the community in general but also to protect the individuals that are part of the specific club, organization, activity or special activity, for those only under the Board of Trustees oversight.
It is the policy of the Board of Trustees to create a “sample guideline for rules and regulations” that shall be available for the CV6 dependent clubs or organizations to insure legal compliance and limit liability.
It is the policy of the Board of Trustees that it may request, and have submitted in a timely manner, information on the financial status of the CV6 dependent club, organization or activity including potential planned expenditures to insure adherence with the established club or organization by-laws and applicable laws.
Any individual(s) or group of individuals that are residents in good standing in the community of Crestwood Village Six may request consideration for recognition for a dependent, club, organization, activity or special activity through submission of the approved form.
An individual who is not a resident of CV6, may apply to offer or have an “independent activity or club” if it can be shown to have potential benefits for CV6 residents, and the community in general.
The approved form titled “Application to establish, club, organization, activity or special activity” must be fully completed and submitted in a timely fashion to permit a meeting with the applicant and a vote by the Board of Trustees, is available in the Administrators office.
After the submission of the approved form, the Administrator will check it for completeness, and then forward it to the President of the Board of Trustees and to all members of the Board of Trustees.
Upon receipt of the request the President of the Board of Trustees shall schedule the request for the first reasonably available work session or special work session to enable the responsible individual who filed the request and any additional leadership individuals a chance to address the Board of Trustees for a presentation or discussion.
The Board of Trustees, if satisfied that the completed form and the intent of the club, organization, activity or special activity is viable, and does not conflict with any federal, state, and municipal laws or violate the Crestwood Village Six Covenants, By-laws or rules and regulations shall schedule the request for a formal vote.
The Board of Trustees will bring the request to a formal vote within thirty days from submission to authorize or to deny authorization. That vote shall be binding. If for any reason there is a denial, the reason or reasons must be in written form and attached as part of the record of application.
A resubmission for authorization is permitted but will require the individual or individuals requesting it to follow the same procedure as if it were a new submission.
Once the club, organization, or activity has received authorization and is recognized it must comply with the rules and regulations governing such unit if applicable.
Board of Trustees
Crestwood Village Six
Guidelines Pertaining to
Clubs, Organizations, Activities and Special Activities
That are Dependent of Crestwood Village Six
The following guidelines for by-laws, rules and regulations, have been created by the Crestwood Village Board of Trustees to reduce liabilities, insure the compliance with federal and state laws, create a safe and comfortable environment for people to participate and enjoy the diverse offerings available to the resident of Crestwood Village Six. This pertains to only those activities or clubs that are classified as dependent of CV6.
The Board of Trustees of Crestwood Village Six retains the rights granted to them under the law to authorize the formation of any club, organization, activity, or special activity. It also retains the sole right to rescind that authorization if it is for the good of the community based on just cause.
It is understood that membership is open to all Crestwood Six residents (except if specifically limited for valid reason) and that certain clubs, organizations or activities are open as an inter-community endeavors and have been approved by the Board of Trustees.
No club, organization, activity or special activity will be permitted without approval of the Board of Trustees.
The proper procedure to obtain approval is outlined in the Board of Trustees Crestwood Village Six Policies and Procedures for Clubs, Organizations, Activities, and Special Activities.
No use of Crestwood Village Six property, facilities, or services will be permitted without proper authorization and recognition.
Once approved and recognized clubs, organizations, activities may hold monthly meetings, executive board or officer meetings and any normally scheduled programs. However, any special activity, program, or exhibit must be separately approved by the Board of Trustees.
Although the use of the Clubhouse is open to all Crestwood Village Residents and their guests, other individuals may enter the facility to meet residents, participate in festivities.
Everyone is to behave in an appropriate manor and in compliance with the general rules and regulations that have been established in any club, organization, activity or special activity in any of the facilities or properties controlled by Crestwood Village Six and its Board of Trustees. If an individual is intoxicated, unruly, or acting in an offensive manor they will be asked to leave the facility. If they do not leave Manchester Police shall be notified to respond and formal action taken.
For all clubs, organizations, and activities a list of the Executive Board and contact numbers must be supplied within five calendar days from receiving authorization to form the club or organization. If the Activity does not have an Executive Board it must submit the name and contact number for a minimum of two responsible individuals that are in a leadership role.
The Clubhouse, and any room including any equipment or furniture, is for the residents of the community of Crestwood Village Six first and foremost.
The use of the Clubhouse and the use of furniture and equipment is a privilege extended to the residents of Crestwood Village Six and their guests. This privilege may be extended to residents from other communities for participation in a club, an organization's events, or for specific open special activities. This Privilege may be revoked for any violation of these guidelines governing the dependent clubs, organization, activities, special activities, or the rule governing the use of the facilities in general.
A member of the Crestwood Village Six elected Board of Trustees must be listed as an authorized individual on any bank accounts. This is for informational purposes, or if necessary, the freezing of the particular account.
The elected Board of Trustees of Crestwood Village Six shall be notified and consulted in any club, organization, or activity, or special activity for any financial expenditure that is greater than one thousand dollars ($1,000.00). This does not include an expenditure that has been pre-approved through the budget and financial planning of the club, organization, activity or special activity and reported to the Board of Trustees.
Any club, organization, activity or special activity with greater than four thousand dollars ($4,000.00) in their account at the end of their fiscal year must have an audit completed by an independent licensed NJ auditor. The cost of the audit shall be paid for by the club, organization, activity or special activity. A copy of the audit shall be presented to the Board of Trustees within sixty (60) days of the end of the fiscal year.
Any dependent club, organization or activity that retains four-thousand dollars or more must present to the Board of Trustees a financial plan to address future expenditures.
On a quarterly basis a financial status report must be supplied to the Board of Trustees and shall include bank statements, in addition to the ledger indicating all receipts and expenditures if requested.
The elected Board of Trustees of Crestwood Village Six shall have the ability to veto the expenditure of any amount if it is other than a normal operating expenditure. The veto power is intended to limit financial irresponsibility.