Pleasant Bay Camp - Site Holder Policy & Procedures

 

                       PLEASANT BAY CAMP SITE-HOLDER

POLICY AND PROCEDURES MANUAL

TABLE OF CONTENTS

    Vision

    Mission Rules

    Operation Rules

    On-site Registration

    Application to Become a Trailer Site-Holder

    Payment and Site Fees and Services

    Acquiring a Trailer

        - Multiple Lots

        - Multiple RV’s

        - Sub-letting

     Moving Trailers - New & Existing

     Specific Trailer Requirements 

     Lot Regulations

     Lot Utilities & Services

     Lot Enhancement / Modifications

     Decks

     Sunrooms

     Sheds

     Lot Enhancement / Modifications Cont’d

     Fire Pits

     Fences and Hedges

     Motorized Vehicles

     Cars and Trucks

     Golf Carts

     ATV’s, Dirt Bikes & Motorcycles  

     Vehicle Parking and Storage

     Garbage Disposal

     Safety

     Waterfront

     Public Washrooms

     Visitors

     Pets

     Grievances / Complaints

Created May 2014 -  amended & approved by the membership annually at the Annual General Business Meeting.

Family Camp Trailer Park and Leasehold Lot Rules and Regulations as applicable.

1. Agreement/License to Occupy - "Family Camp Trailer Park"

​2. Leasehold Agreement - Leaseholders

These Policies and Procedures are designed to help Pleasant Bay Camp fulfil its mission,

maintain high spiritual standards, avoid misunderstanding and provide safety,

protection and comfort of all our campers,visitors and leaseholders.

Note: If any one or more of these policies and procedures conflict with a leaseholders agreement then that policy and/or procedure will not apply to that leasehold agreement.

For the purpose of this document, "Pleasant Bay Camp" is in reference to the camp's legal name as registered in the Province of Ontario,known as Pleasant Bay Bible Conference Grounds Inc.

Vision

To offer a family atmosphere setting that provides for both the personal and

Biblical needs of those who spend time with us.

Mission Rules

Because PBC is first and foremost a place of spiritual ministry and enrichment, the

following apply:

1. Residents are expected to maintain a lifestyle based upon and consistent with biblical

​    example and mandate as outlined in the PBC by-laws

2. The ministry of PBC centres on the Word of God; therefore, it is encouraged that

    residents and guests will attend and support the chapel services at PBC. Parents

​    should seek to have their children participate in the Children and Youth ministries available.

3. The waterfront will be closed during Chapel hours on Sunday. Sunday is a day of

​    rest and therefore, manual work is discouraged.

4. Offensive language and profanity is not permitted at PBC

5. The consumption of Alcoholic Beverages at PBC is prohibited.

6. Smoking is discouraged, but permitted in the privacy of the occupant’s campsite.

7. The use on non-medical drugs is strictly prohibited on the PBC grounds

8. Residents and guest are expected to use Christian moral discretion in the choice of

    attire, swim wear and sportswear. Swimsuit cover-ups are required when walking

​    through the campgrounds.

Operation Rules

PBC "Family Camp" trailer park is a seasonal camp and therefore overnight camping will be done only

between May 1st and October 31st of each year and water will be provided during those times, weather permitting.

PBC is committed to operating the Trailer Park within the confines of the Municipal & Provincial laws &

by-laws governing area trailer parks. Our commitment is to the safety and comfort of our

campers, therefore the following apply:

 

On-site Registration

1.  All site-holder guests must register at the Family Camp Office upon arrival at

     Pleasant Bay Camp. For the safety of all guests and campers, it is important

     to know who is on the property at all times. Registration forms will be available in

     the box on the Office Door. All information must be filled out.

2.  Day Visitor and Overnight Visitor Fees will be listed on the registration form. It is the

     responsibility of the Site-holder being visited to ensure payment for their guests.

3.  Site-holders must ensure that no one under the age of 18 have use of the trailer

     without an adult chaperone.

4.  In consideration of others, quiet time is between 11:00 pm and 8:00 am

5.  PBC assumes no liability for any damage, theft, fire, vandalism, etc. to your trailer or

     belongings. Occupants must maintain sufficient property and liability insurance for

     their trailer and belongings

Application to Become a Trailer Site-holder

  The potential site-holder applicant fills out a current application to lease a site at

  Pleasant Bay Camp and submits the completed form to the camp office. Copies of the

  application will be available through the Camp Office.

1.  The camp office will receive the completed application and a brief interview will be

     set-up with the potential site-holder. Approval of Site-Holder applications can take

     from two to four weeks, so please plan ahead.

2.  Following approval or rejection, the applicant is notified in writing or by phone.

3. All sales of Leaseholds must first be approved by the Board of Directors prior to any final sales transaction as per the leasehold agreement between the current Leaseholder and Pleasant Bay Bible Conference Grounds Inc.

Payment and Site Fees and Services

  Terms of Site Agreement: Family Camp trailer sites are rented for the camping season and are renewable

  annually at the option of Pleasant Bay Camp.

  Overdue fees: Late fees will be assessed on any balances overdue by more than 90

  days. Late fees will be calculated and invoiced. NSF fee of $25.00 applies.

  Should the account remain in arrears, the site-holder authorizes Pleasant Bay Camp to

  sell their property and apply the money toward the outstanding balance owing on the

  account. Any surplus from the sale will be mailed to the site-holder. In the event the

  property must be sold, the site-holder agrees to transfer the ownership of the property

  to Pleasant Bay Camp for sale.

 

Acquiring a Trailer

Procedure to be followed:

  Only candidates who have received prior confirmation of becoming an eligible Siteholder

  at Pleasant Bay Camp may purchase a trailer on any existing lot.

  Persons deciding to sell a unit must notify the Camp Office that the trailer is for sale and it

  will be added to the posted list. Trailers that are new to the park or that are to be sold

  within the park, will require the written approval of the Camp Office if the age of

  the trailer is more than 20 years old. This policy is to ensure that older trailers are

  structurally safe and well maintained for continued use at Pleasant Bay Camp.

1.  An approved applicant obtains the list of eligible trailers for sale and decides on a

​    suitable trailer from that list.

2.  The sale is negotiated between the two parties. This includes apportionment of

​     existing personal property of the seller.

3.  Any annual fees at the time of the sale will be the responsibility of the approved new lot-holder.

4.  An administration fee for the sale of any unit, ie: trailer, park model, will be paid to

​     Pleasant Bay Family Camp by the seller immediately upon completion of the sale.

     Note: a minimum charge of $200.00 Administration Fee will apply.

5.  The onus rests with the buyer to confirm with the camp office that there are not

      any outstanding invoices on the trailer lot in question. Pleasant Bay Inc. assumes no

​      responsibility for the transaction.

6.  Both buyer and seller must notify the office of the transaction. The P.B.C. receives

​     the administration fee and updates the records and notifies the Board.

7.  Sales should be completed without removing the unit from its site, provided that all

​     guidelines have been met. Pleasant Bay Board reserves the right of control over lot usages.

8.  The occupant of a trailer has the right to sell their trailer but this does not

​     automatically guarantee residency of the new occupant.

9.  PBC has the right to determine those eligible for residency in the trailer park.

     Multiple Lots: Upon obtaining of a second unit, the Site-holder has 90 days from the

     date of procurement to either sell the unit to a Site-holder who meets the current Site holder

     approval or to return the empty site to Pleasant Bay Inc.

Multi-RV Restrictions: Only one recreational vehicle may be set up on each lot.

     One tent may be set-up as a temporary situation.

    Sub-letting: Subletting is strictly prohibited unless authorized permission from the Camp Office.

 

Moving Trailers - New and Existing

Note: Trailers will only be allowed to be moved between April, May, June and

September and October, Monday - Saturday.

1. A LL trailer movements, new and existing must be pre-approved by the Camp Office.

     Written description of the details of the move must be submitted to the camp office.

2.  Cost of moving trailers will be outlined in the Annual Lot-holder Fee Schedule.

3.  Applications for a move must be submitted 2 weeks prior to the intended date of  move.

4.  Placement of new and existing trailers by any site is subject to the Lot Measurement

​     and will be directionally parallel with the road in front of the unit.

5.  The cleaning up of the old site is the responsibility of the Occupant whose trailer has

​     been moved from that site.

Specific Trailer Requirements

1.  Size Restrictions: There is a maximum size of 40’ x12’ for travel trailers or park models.

     Age of Trailers: Trailers that are new to the park or that are to be sold within the park,

     will require the written approval of the Camp Office if the age of the trailer is more

     than 20 years old. This policy is to ensure that older trailers are structurally safe and

     well maintained for continued use at Pleasant Bay Camp.

2.  Skirts: Travel trailers may have skirts providing skirting material is aesthetically

     pleasing. Skirting is encouraged for trailers sitting more than 24” off the ground.

3.  Wheels and Tongue: Wheels may not be removed. Tongue may be removed from park

     models but need to be stored and readily available.

4.  Black and Grey Water: All trailers and park models must have a factory installed black

     water (human waste) holding tank. Grey water, (primarily sink and shower water) may

     be discharged by current municipal standards. Any issues arising must be fixed by the

    Site-holder at their expense. Sewage dump station is located at the lower bathrooms.

5.  Propane Tanks: For safety reasons, propane tanks must be properly and securely

     attached to all trailer units. Extra tanks must be stored out of sight in a safe location away from

     the access of children. Expired Tanks can be taken to the storage hut for safe disposal.

 

Lot Regulations

1.  Lot Maintenance: Site-holders are responsible for the general upkeep of the lot

     which is primarily mowing the grass but may include personal gardening. Pleasant Bay

     Camp will clear unsightly lots at the expense of the Site-holder. Cost to be listed in

     Annual Site-Holder Fee Schedule.

2.  Natural Habitat: Trees may not be cut down except with written permission from the

     Camp Office regardless of location. This does not mean regular maintenance and

     pruning of personal plants on a Site-holders lot.

 

Lot Utilities and Services:

1.  Basic Services: Basic lot services, namely Potable water will be provided to each Trailer/camp lot

     by Pleasant Bay Camp. Tap water must be used conservatively to ensure supply

     lasts all summer and to maintain the cost of filtering and treatment. Trailers may be

     washed once a year at the discretion of the camp office. Lot holder must check with the Camp Office before washing any

     trailers in the "Family Camp" trailer park. Tap water is not to be used to wash personal vehicles.

     Watering of flowers and lawns is not permissible from the camp supplied potable water source.

2Hydro: Hydro Meters have been installed on each site "family camp trailer site" and will be read and

     monitored on a regular basis. An invoice will be forwarded annually to each Site-holder with the

     amount due for Hydro used. These costs may fluctuate annually based on the cost of

     such services and the maintenance of the on-site systems to deliver these services to lot holders.

     Modifications made to the Hydro Meter or Hydro Services supplied to your site is strictly prohibited.

3.  On-site Washers & Dryers are provided for your convenience.

 

Lot Enhancement and/or Modification

​    Lot Modification Forms are available at the Camp Office.

    NOTE: Construction of Decks, Sheds and Sunrooms, etc. will take place between April,

    May & June and September & October.

    Any lot modification must receive prior written approval and must conform to current

    municipal and camp guidelines. Approvals will be completed as quickly as possible. PBC

    cannot assume responsibility for violation of municipal by-laws on the site our leasing

    and lot-holders are expected to comply with municipal bylaws.

Decks:

1.   Decks will not exceed 40’ in length or 12’ in depth for maximum size.

2.   Decks will be constructed from Pressure Treated Wood, Cedar or Composite Decking

       Material only.

3.   Pallets are not decking or platform material and are not allowed on the site.

4.   Decks must meet safety standards and be maintained.

Sunrooms:

1.  Only Factory Built Sunrooms which are specifically engineered for trailers and

    park models to withstand snow load for this area are permitted. Written

    authorized approval must be obtained for any other such structures with

    drawings and specifics submitted to the Camp Office.

2.  Sunrooms will not exceed 12’ depth and length will not exceed the length of

     the trailer or what has been approved by Camp Office.

3.   A "Lot Enhancement/Building Application is required to be submitted to the Camp Office and approved prior to any lot

      enhancements and/or building begins.

 

Sheds:

1.   Sheds will not exceed 100 sq. ft and will be no longer than 12 feet and no higher than 8 foot walls.

2.  Sheds must be maintained and be visually pleasing to the park.

3.   Sheds will be located at the rear of the lot.

4.   Only one shed is permitted per "Family Camp" trailer site.

5.   Sheds must be built to withstand four-season weather conditions.

6.   Pleasant Bay Bible Conference Grounds Inc. assumes no responsibility for damage to sheds that need to be

      relocated to allow maintenance or upgrades to the water and/or electrical systems.

​7.   Proper notice must be given to the Camp Office prior to any moving of sheds or decks for

      to determine necessary property access including fire route access.

 

Fire Pits:

1.   All fire pits must be set away from any structure by a minimum distance of 10 feet.

2.   All family camp site and lease holders must ensure that a fire pit is able to safely contain the fire.

3.   Campfires are subject to Ministry of Natural Resources and/or Municipal Fire Department seasonal restrictions

      that may from time to time be put into place. Any such fire restrictions in force in

      the area will apply to all family camp and lease-holders and guests. Fire Bans will be posted in visible

      location. Please check regularly with the Camp Office during dry seasons on fire bans.

4.   Fires MUST be attended at all times by an adult. Children should not be left unattended.

5.   Fires must be completely extinguished before leaving the area.

6.   Any burning, other than campfires, will be carried out by camp staff only with the

      proper burning permit in place.

 

Fences and Hedges:

1.  F ences and hedges are not permitted in order not to block the view of your neighbour.

2.   A hedge is any row of shrubs over 24” high.

3.   Pleasant Bay Camp assumes no responsibility for damages to hedges if it is necessary

      to dig it up for maintenance to hydro or water lines.

4.   Proper notice will be given to the site-holder to make arrangement to have hedge removed.

 

Motorized Vehicles:

   Provincial Highway Regulations apply to all cars, motor bikes, golf carts, ATV’s, etc.

   operated on all Pleasant Bay Camp Grounds.

   Please to adhere to speed limits posted. Within the campground - walking speed, 10 km/hr or less. A warning will be given once.

   After the second offence the camper will be require to park in one of the parking areas only.

​   All off-road motor bikes, golf carts, ATV's, etc. must be registered online on the P.B.C. website (www.pleasantbaycamp.org)

​   annually and proof of liability insurance recorded with the online registration prior to the use of these vehicles on P.B.C.

   property.

 

Cars and Trucks:

1.   All age, license and insurance regulations apply and are strictly enforced.

2.   Non-licensed drivers are not permitted to drive on any "Pleasant Bay Camp" property.

3.   The vehicle must be licensed for the highway, have a minimum of $1,000,000

      liability insurance and may only be driven on roads within the camp.

4.   Passengers are not permitted to ride on laps in any vehicle or in the back of a truck on camp property.

 

Additional Golf Cart requirements:

1.   All golf carts must be registered with the Camp Office.

2.   Golf Cart drivers must be 16 yrs old.

3.   The number of people permitted on the vehicle will be determined by the number of seats provided.

4.   Standing passengers will not be allowed.

5.   The vehicles owner will be responsible for any activity of that vehicle on "Pleasant Bay Camp" property.

 

Additional ATV’s, Dirt Bikes & Off-Road Motorcycle requirements:

1.   All must be registered with the Camp Office.

2.   All drivers must be appropriately licensed to operate this vehicle and be 16 yrs old.

3.   The driver and all passengers must wear appropriate and required personal safety equipment

      while operating of the vehicle.

 

Vehicle Parking and Storage:

1.   One vehicle is permitted to be parked at each "family camp" trailer park lot.

2.   Visitor and overflow parking is provided at the parking lot at the Chapel and in the Upper Parking area.

​      Check with the office for further details or information.

3.   Vehicles must be parked as to not obstruct the view of other campers.

4.   Boats are not allowed on "Family Camp" trailer lots during camping season.

5.   Boat storage is provided in the field holding area. Check with the office for further details or information.

6.   Utility trailers will be stored in the field holding area not on "Family Camp" trailer park lots.

 

Garbage Disposal:

1.    A garbage bin is provided for general household garbage disposal.

2.   Garbage must be bagged and deposited in the bin. Please ensure you get the garbage

      in the bin and close the lid to discourage racoons and other wild animals from

      making a mess.

3.   This bin is meant for garbage while at the camp. Do not bring garbage from home

      and deposit in the camp bin. Remember, the cost ultimately goes back to your annual fees.

      Non-household garbage, such as furniture, paint cans, construction materials and

      other large items are not permitted.

 

General Safety:

     All Site-holders are expected to adhere to general safety expectations of

     Pleasant Bay Camp for their own safety and of others. These include but are not limited to the following:

1.   Any refrigerators or freezers not inside a trailer must be in a locked shed to avoid being a hazard to children.

2.   Bicycles: Campers under the age of 18 must wear helmets.

3.   Site-holders are NOT to adjust, change or modify any camp electrical breakers or panels under any circumstances.

4.   No weapons of any kind are permitted on any parts of P.B.C. property without prior written consent of the Board of Directors.

​      (including but not limited to, sling shot devices, pellet guns, air guns, hunting bows, firearms)

5.   Any extension cords used outdoors must be approved by the Camp Office for outdoor use and be used in

      such a way as to be safe for all. Cords should not be in the way of lawn mowing equipment.

6.   Bunkhouses (additional structures in which people sleep) are strictly forbidden at Pleasant Bay "Family Camp"

      trailer park as per Municipal by-laws. A tent is allowed on a temporary basis only.

7.   Coverall type structures (structures with tarping) are not permitted for storage on individual’s "Family Camp" trailer park

      lots or public areas such as the back field. Boats may be tarped for the winter months.

8.   Fireworks are prohibited on P.B.C. camp property unless authorized by the camp office for public displays.

 

Waterfront:

     Pleasant Bay Camp provides and maintains waterfront areas for campers use. This

     includes the Beach Swimming area, Beach Playground area, Kayak and Canoe storage,

     Boat Launch, Docks and Swim Rafts.

 

     Motor boats are only to be operated by licensed boat operators. Boat license cards and safety

     kits are required in each vessel. Provincial boating laws and requirements are the

     responsibility of each boater.

 

1.   Absolutely no boat is allowed to dock at the swim rafts.

2.   Absolutely no boat is allowed in the swimming area. That includes the area

      surrounding the swimming rafts. If waterskiing or tubing, please use the area on the

      outside of the docks away from the swimming area to drop skiers and tubers off.

3.   The boat docks are rented by the season. Pricing is available with your Lot

      agreement. All campers interested in a dock space must register with the camp office.

      Once the dock slips are full, names will be added to the wait list for vacancies.

4.   Dock spaces are rented separately from trailer lots.

5.   Due to availability, docking spaces may be limited per trailer lot.

6.   All water craft stored at the beach and/or docks must be registered with the office and

      maintained in a tidy manner in the area or dock slip provided.

7.   Paddle boats must be pulled up on the beach and secured out of the way of foot traffic.

8.   Sail boats and other type boats must be kept tidy and not left on the beach at the end of the summer season.

9.   The Beach is for everyone’s enjoyment. Please be considerate of others and keep the beach litter free.

10.  Children must never be left unattended. Our beach is unsupervised and therefore, swimmers swim at their own risk.

11.  There is no fishing allowed from the docks or swimming rafts.

12.  Please report any safety or maintenance concerns immediately to the Camp Office.

 

Public Washrooms:

1.   Public washrooms will be cleaned on a regular basis and therefore will be closed during those times.

2.   Please do not leave the bathroom untidy when you leave. Make sure the paper towels

      are put in the waste basket and personal items are taken with you.

3.   Do not leave children unattended in the bathrooms or showers.

4.   Please be considerate of others with the length of showers. (Ultimately the hot water

      costs will be charged to your annual fees.)

5.   A portable toilet is provided at the waterfront.

6.   Please report any safety issues in the bathrooms as soon as possible to the Camp Office.

 

Visitors/Overnight Guests:

   Visitors are anyone who are not in your immediate family and living in your home.

1.   All visitors must be registered prior to or upon arrival at the camp.

​      This includes the Family Camp" trailer park and all leaseholds.,(Safety and security).

2.   Visitors staying for more than one day must be registered in advance.

3.   Fees for visitors will be listed on the PBC web site and the Family Camp trailer park annual "Site-holders Agreement".

4.   Campsites are for the Site-holder immediate family. All others are considered guests.

5.   Guests will only be allowed to stay one week at a time without special permission.

6.   The "Family Camp" trailer park site-holder must be present while guests are staying at your site.

 

Pets:

   Family pets are permitted on PBC property subject to the following regulations.

   Failure to comply with these rules will result in the pet being expelled from the property.

1.  All pets on PBC property must be registered with the Camp Office.

2.  Pet owners will be required to sign a form that contains the rules and agrees to abide by them.

3.  Pleasant Bay "Family Camp" trailer park allows only one (1) dog per site.

4.  Pets must have all their shots up to date and a copy will be submitted each year with the Pet Registration Form.

5.  Owners are responsible to “stoop and scoop” even when walking the dog in the back field.

​     (children fly kites back there and some campers hit golf balls back there. No one wants to step in dog poop!)

6.  Anyone not adhering to this rule will be given a warning. Failure to comply will result in the dog being expelled from the park.

7.  Pet owners must not place scoop bags in pubic garbage cans around the campgrounds.

     These must be disposed of with your trailer or leasehold lot garbage and placed in the industrial waste bin at the exit area of

     camp.

8.   Pets must be kept quiet at all times.

9.   Dogs must be kept under control and on a leash at all times.

10. Dogs are not allowed in the playground area.

11. Dogs must not be left outside and unattended at any time.

12. We have a zero tolerance policy on aggressive behaviour by any pet.

       If this behaviour is demonstrated, the owner will be asked to remove the dog from the park.

13. Any damages caused by your dog will be repaired at the dog owners and/or lot holders expense.

14. All complaints from other campers will be investigated.

15. Dogs are never allowed at the beach.

16. Pleasant Bay Camp allows one (1) cat per site.

17. Cats must be kept inside the trailer and a litter box must be used.

18. Litter must be disposed of in the industrial waste bin near the exit to the camp property.

 

Grievances/Complaints:

1.  All grievances and complaints (related to the campground) will be handled through the

     Camp Office.

2. With the exception of immediate safety issues, all complaints must be made in writing. Verbal complaints will not be accepted.

3. All complaints will be acknowledged upon receipt and every reasonable effort will be

    made to resolve the grievance within 2 weeks.

The following guidelines should be considered when submitting complaints:

   Urgent Safety Issues: Any complaints/issues related to the safety of individuals on the property will be dealt with immediately.

   Issues of this nature should be brought to the attention of the Camp Office.

   Non-safety Issues/Complaints are respectfully encouraged to pray and to wait 24hrs prior to submitting their complaint.