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HomeMy WebLinkAboutJa App- Park Operatting Regulations ManualHigh Mesa RV Park Operating Manual 6/28/2009 Version 1.0 1 High Mesa RV Park Park Operating Regulations High Mesa Partners, LLC Robert J Graham, Manager 408-391-7473 Bgraham@ridgellc.com 400 Panamint Rd. Reno, NV 89521 High Mesa RV Park Operating Manual 6/28/2009 Version 1.0 2 High Mesa RV Park Operating Manual Contents Operating Manual 1. Statement of Compliance with Government regulations 2. Customer Check-In (Classifying Customer) 3. Customer Check-In 4. Customer Check-Out 5. Tennant Problems 6. Required Logs and information retention 7. Site Maintenance a. Daily inspections b. Daily Maintenance c. Refuse Handling d. Periodic maintenance e. Equipment Management f. Entrance and Emergency Roads 8. Storage Facility 9. RV Storage 10. Store 11. Waste and Water Systems 12. Fire and Emergency Procedures 13. Spill Containment Plan Appendix 1. Welcome Handout with Rules and Regulations 2. Check in Materials – RV Park 3. Pet Check in document 4. Wildlife Policy 5. Storage rental Forms (To be Developed) 6. Storage Rental Policy 7. Store Policies. (To be Developed) 8. Waste and Water Systems Manuals (To be Developed by installer and edited for Park.) 9. Fire and Emergency Procedures Manual 10. Approved Vendors and Contact Data (To be added) 11. Emergency Contacts and Agencies (To be added) High Mesa RV Park Operating Manual 6/28/2009 Version 1.0 3 High Mesa RV Park Operating Manual 1. The Park shall at all times adhere to, and the manger, owner, and employees shall be familiar with, the laws and regulations of Garfield County, the State of Colorado, and the Federal Government especially concerning: a. Operation of the RV Park b. ADA requirements and regulations relevant to the park facilities c. Health Regulations related to operation of the Park, including health department and other regulations d. Regulations, both county and state, concerning operation of a water system, both at the Park and on Daybreak Realty property e. Regulations , both County and state, concerning operation of a waste treatment system both at the Park and on Daybreak Realty Property. f. Relevant regulations shall be available in the management office or through referenced sites on the internet. 2. Customer Check-In a. All Customers are required to check in at the entry office. b. Customer Status: i. Customers fall into two categories 1. Long Term Stays with monthly or weekly rentals a. Supply them with check in materials and registration document b. Long term stays should be informed of the county rules concerning limits to stays in the park. They must sign a form in the check in materials that confirms that they are not in violation of the county 180 day policy. They must review a statement that states they are not in violation of the county rules. c. Supply them with the Park policies d. Assign them to a site in the long term area or to ADA stay area. 2. Overnight Stays of less than one week. a. Supply them with check in materials and registration document b. Assign them to a site in the short term stay area. High Mesa RV Park Operating Manual 6/28/2009 Version 1.0 4 c. If short term stay area is filled they can be assigned for a period of one night to an ADA site if one is available c. Upon Check in, if a customer requests an ADA site, ask to see their ADA motorist badge that is either their license plate or a placard from the state in which they reside. Once ascertained that they area ADA compliant assign them to as site as available. i. ADA sites can be assigned for both long term and short term stays. ii. Inquire if the ADA individual is capable of evacuating themselves in an emergency. If not discuss with them alternative means of leaving the park, such as assistance form park staff or neighbor. 3. Check-In Procedures: a. All customers are required to check in using the check-in form in Appendix b. Customers must produce a government issued ID c. Check in information is then entered into the site computer system i. Ask the customers to verify that they have a fire extinguisher on board and that this is the county policy. In the event that they do not affirm this on the registration form, have them rent a fire extinguisher from the office. If they refuse, then they may not register. d. For Weekly/Monthly stays additionally: i. Customer must tender a credit card for use as a monthly billing vehicle. 1. Inform the customer that they will automatically be charged weekly or monthly and request a signature on the authorization form. 2. Inform the customer that the card will also be used for any add on charges. e. For overnight stays: i. Customer must tender cash or credit card. f. Request signature on the form and confirmation that they have received the manuals. g. If they have pets have them sign the Pet Agreement h. Review with them the RV park policies, Wildlife Policies and Pet Rules and Regulations and give them the policy manuals. i. Supply them with desired Battlement Mesa and other Tourist Information. ii. Inform the RV owner that they have no access to the surrounding land unless prior permission in granted by the owners. iii. Welcome the customer and supply them with a map showing location of their site including emergency exits and fire plan. 4. Check-out High Mesa RV Park Operating Manual 6/28/2009 Version 1.0 5 a. Check out shall be automatic. i. Staff shall confirm that the customer has checked out as required. ii. If RV remains notice shall be posted on the RV and issue resolved. iii. Long term Check-out more than 150 days occupancy 1. Customer hall be informed of county policy limiting long term stays to 180 days at the end of 150 days stay or shorter if they have other mandated limits 2. One week prior to 180 days a confirmation of check out form in Appendix will be filled out by the customer confirming that they will check out by the 180th day 3. If they fail to check out inform the manger to visit with them and that the Park will now be charging them with triple the monthly fee. This will be automatically charged to credit card of record. 4. If the RV is unoccupied the RV will be moved to the storage area. 5. If the situation continues beyond 10 days legal action shall be initiated to evict the RV per the contract they signed when they checked in. 5. Tenant Problems: a. Tenants must adhere to the policies in the policy manual including those pertaining to parking, noise, fires, hazardous materials and others. b. In the event of a Tennant not adhering to policy. Inform them to take corrective action. c. If corrective action is not taken by the tenant in a reasonable period of time, escalate the issue to the manager. The manager will then take the following corrective action: i. Blocking Roadways: Tenant will be asked to move or remove item or vehicle. If not removed, he will remove it, in the case of a vehicle it will be towed per county regulations and the Sherriff will be notified. ii. Noise and other issues: The tenant will be asked to refrain from the offending or illegal noise. If the problem occurs the tenant will be asked to leave the park and their rent refunded. If they do not leave, then they will be evicted. 6. Logs: a. The RV Park shall maintain a log of all maintenance events, inspections, and other events pertinent to operation of the Park. b. These log shall be retained for seven years or as otherwise required by legal authorities 7. Site Maintenance High Mesa RV Park Operating Manual 6/28/2009 Version 1.0 6 a. Several times per day the manager or staff will travel through the RV park and check and maintain the following: i. All sites shall be reviewed for adherence to the policies of the park. 1. In the event of violation a notice shall be applied to the RV or if occupied the renter shall be informed of the violation. 2. Follow up will be made and in the event that the infraction has not been eliminated the manager shall visit with the RV owner. 3. If the problem is not corrected within 5 days or less for critical violations then follow the evection policy below. ii. Check that no cars or vehicles are blocking road or other areas and that no RV items are on areas outside of the sites. 1. Inform owners of violations. 2. If violation is not remedied, tow the vehicle using a vendor from the Appendix and inform the Sherriff’s department. iii. Check all showers and toilets for cleanliness and other items. 1. Clean as required, but no less than once per day. iv. Check storage area and insure all storage units are locked and have not been tampered with. 1. In the event of a problem contact renter. v. Check RV storage area and insure that all RV’s are secure. 1. In the event of a problem contact renter. vi. Check irrigation system for operation. 1. Insure that no tenant has diverted water from the system to use for any purpose. b. Daily Maintenance & Inspection i. Clean all showers and toilets ii. Inspect the water and waste treatment systems and inspect surrounding areas for issues 1. In the event of an issue contact the on site manager and the contractor responsible for maintenance. 2. Escalate to contractors as necessary on a 24 hour per day basis. iii. Inspect internal roads and drainage areas for problems and remediate or escalate as needed. c. Refuse Handling: i. Remove all trash and other items from park roadways and trails and insure that there are not items in the park that will attract wildlife including bears. ii. Inspect dumpsters and other trash receptacles and correct problems. High Mesa RV Park Operating Manual 6/28/2009 Version 1.0 7 1. Inform trash vendor for a pickup if required out of scheduled time due to volume. 2. Insure that dumpsters are not overflowing. 3. Insure that only Bear Proof Dumpsters are delivered and in use in the park. 4. Remove all trash to the dumpsters from surrounding areas. 5. All other trash receptacles are not allowed. If site tenant uses an outside receptacle that they are supplying themselves, empty it and take it the office. Leave them a note to come to the office and pick it up, and reiterate the RV Park Policy. d. Periodic Maintenance, weekly i. Dust control must be in place throughout the park. Apply Mag Chloride as required on a periodic basis. Major dust control must be applied to all gravel surfaces monthly. ii. Inspect all drainage and collection areas. Complete minor and emergency maintenance immediately while scheduling periodic maintenance as needed. 1. Inspect all culverts and drainage channels and remediate or repair. iii. Inspect all shrubbery and insure that protection is in place to prevent browsing and damage. Inspect and insure operation of irrigation. Mow and clean all common areas iv. Review all signage in the park and repair and replace any damaged signage v. Review all signage for Fire and Emergency exits and repair and replace as required. vi. Clean all open sites vii. Insure that Water and Waste maintenance companies have completed their maintenance by inspecting the logs at the facilities. viii. Inspect all utilities heads at RV site and any utility panels and control valves. ix. Inspect the Fire Pond and fire pond fences. Look for wildlife and other issues in the pond area. Insure that pound outlet is operable. Inspect all fire hydrants and associated piping. Take corrective action or escalate as needed. x. The site manger shall prepare a log of all major maintenance items and shall arrange with staff and contractors scheduled dates for such maintenance. 1. A list of contractors with contact information shall be maintained and in Appendix. High Mesa RV Park Operating Manual 6/28/2009 Version 1.0 8 xi. Periodic inspections of the Emergency Roads, gates, and fences, shall be made and corrective action shall be taken if required. xii. All required maintenance and corrective action shall be noted in the maintenance log on the computer. xiii. Escalation 1. In the event of non compliance, unresolved maintenance issues or other problems, the manager and staff shall escalate the issue by calling the party noted in the Appendix. e. Equipment Management i. All small equipment must be stored in the equipment shed. ii. Only the RV Park’s backhoe, which is used for clearing roads, snow and ice may be stored on site. iii. Contractors must be informed that they cannot store equipment on site and any offending equipment must be removed. f. Entrance and Emergency Roads i. A daily inspection of the road and CR 300 entrance shall be made and corrective action taken where possible using equipment located at the RV Park. ii. In the event that the problem cannot be resolved the escalation procedure shall be followed and contractors in Appendix called for immediate resolution. iii. Snow and ice areas on roads, trails and at buildings shall be cleared and sanded at all times. Snow shall be placed in designated areas. iv. In the event of snow or ice the manager shall contact the contractor as designated in the Appendix for control and removal as required. v. All unoccupied sites shall be kept clear of snow and ice. vi. All roads and walkways shall be sanded when icing occurs. 8. Storage Facility a. RV Site customers may rent storage lockers on a month to month basis. They may reserve a locker for up to 6 months if it coincides with their site rental. They may rent multiple lockers. b. Renter must fill out the Storage Rental application in the Appendix and sign the document acknowledging that they have received the Policy Manual. Point out the key items including eviction and hazardous substances. c. Payments will be made through the credit card that is associated with the rental of the site. Inform them that renewal is automatic and they will be charged monthly. High Mesa RV Park Operating Manual 6/28/2009 Version 1.0 9 9. RV Storage a. RV Site customers may store RV’s, trailers or other vehicles on a month to month basis in the storage area. They may reserve a space for up to 6 months. They may rent multiple spaces. b. Renter must fill out the Storage application in the Appendix and sign the document acknowledging that they have received the Policy Manual. Point out the key items including eviction and hazardous substances. c. Payments will be made through the credit card that is associated with the rental of the site. Inform them that renewal is automatic and they will be charged monthly. 10. Store a. A store operating policy will be included at a later date. 11. Waste and Waste Treatment System Manual a. To be provided by contractor at time of construction and customized to the site per state code. 12. Fire and emergency procedures including escalation shall be followed per the High Mesa RV Emergency Plan including annual Fire Pond inspections of the Fire Pond. a. The Procedures will be updated yearly and reviewed by the Grand Valley Fire Department. b. Emergency Plan shall include posted instruction signs, notes on the sign in map and will be available in full to guests on request. c. Each new employee shall be familiarized with the plan. 13. Spill Containment and cleanup plan a. It is critical to contain spills from RV’s or other sources that may occur in the RV Park. b. The office will maintain and inventory of loose sorbents, socks, hay bales and minibooms that may be deployed around a RV or in an area leaking any spilled materials. The media shall be a type that can be used for collecting petroleum products as well as human waste and grey water. c. In the event of a spill these will be deployed in the spill area either around the RV to contain the spill or in strategic drainage areas in the event that the spill has spread to the surrounding drainage systems. d. Immediately escalate the situation to the appropriate emergency agencies. e. Upon control of the spill the manager will then contact a licensed cleanup contractor with the required county or state license to remove the spilled substances and dispose of them properly, and disinfect the area as required. RV staff should not clean the area as this may be hazardous. High Mesa RV Park Operating Manual 6/28/2009 Version 1.0 10 f. The Manger will inform the appropriate authorities as required and log the event in detail with the offender’s information, and information of any other affected parties. g. When required the manager shall inform the RV Park’s insurance carrier. h. The costs of the spill shall be the responsibility of the RV Park Site renter.