Campers’ Rules and Regulations (2024)

Section I: Membership, Admission, and Guests

  1. To be a member of the Campers group, you must: 
  • Be a member of the Germania Club of Hamilton in good standing.
  • Be interviewed and recommended to the Members of the Campers’ Group by the executive board of the Campers’ Group
  • Be approved by the Members of the Campers’ Group at the Group meeting
  • Own a trailer or motorhome.
  • Trailers and motorhomes must comply with the Campers’ Rules and Regulations and the Club’s Park Rules. The park Manager and Campers’ Chair must approve all units.
  • Successful candidates have one month to place their approved trailer (RV) on their assigned site. Failure to do so will result in the next person on the waiting list being considered.
  • Follow the Camping Rules and Regulations and Germania Park Rules and Regulations
  • Volunteer to help the Park Manager and Camper’s Group Executive Committee to maintain the Park facilities.
  • Participate in Club meetings and events as well as campers’ meetings and events.
  • New members shall serve a one-year probationary period. At the end of this period, candidates must receive final approval from the Campers during a Campers group meeting.
  • New Campers are required to pay a site cleanup deposit of $200 at the beginning of their membership in the Campers’ Group. This deposit will be refunded at the end of the membership if no site cleaning is necessary.
  1. Campers who wish to retire from camping may transfer their campsite and inventory to a family member, such as their children or grandchildren, provided the recipient meets the membership requirements of the Campers’ Group, and the transfer follows the seniority rule and one-year probationary period outlined in these regulations. 
  1. Short-term campers can apply for a tenting site and make their payment with the Campers Chairman.  Short-term campers need not be members of the Germania Club but must be sponsored by a member. 
  2. To cover the rising cost of maintaining facilities (paper towels, toilet paper, soap, etc.) and to comply with occupancy rules, campers are permitted to host up to eight visitors at their campsite without incurring additional charges. If the number of visitors exceeds eight, a flat fee of $20 will be charged. It’s important to note that the total number of individuals on a campsite, including the hosting campers and their guests, must not exceed 20. If the number of individuals exceeds 20, the camper should consider renting the pavilion. Campers are encouraged to adhere to this rule. If they cannot maintain it, they should contact the Chairman or the Treasurer to make a payment.
  3. Campground visitors are admitted from 8:00 a.m. to 11:00 p.m. daily and must vacate the property by 11:00 p.m. nightly. 

Section II:  Vehicular Traffic, Parking and Security

  1. The entrance gate must always be locked except for events run by the club or campers’ group.
  2. Drive slowly (10 km per hour limit). Motorbikes and boat/cargo trailers must park in the parking lot.
  3. Campers are responsible for their guests’ conduct and for the activities and safety of their children and their guests’ children.
  4. Children under 9 years of age must always be under the care/responsibility of an adult.
  5. Quiet time is expected between 11:00 p.m. and 7:00 a.m. in all areas.
  6. Grass cutting on Sundays is permitted only between 12:00 p.m. and 5:00 p.m. (With exemption of park maintenance and emergencies).
  7. No construction noise is allowed on Sundays, except in emergency situations authorized by the park manager. This policy ensures all campers a day of rest and tranquillity unless urgent circumstances require exceptional measures.
  8. Guest parking is limited to designated parking areas only. Guests are not allowed to park at the campsites.
  9. Fireworks within the campground are strictly prohibited unless explicitly authorized under specific conditions.

Section III: Assignment of Trailer/RV Sites and Tenting Sites

  1. New campers may temporarily set up their trailer/RV on the parking lot or storage lot with the consent of the Park Manager and Campers Chairman before the official opening of the camping season. A camper cannot claim a site permanently until the Park Manager and Campers Chairman have approved the trailer/RV. Sites will be assigned based on seniority or a waiting list posted by the Park Manager and Campers Chairman. The move of a trailer/RV to a site must be supervised by the Park Manager.
  2. There will be no trailer storage on the campsites. All trailers that have paid for storage will be stored on the storage lot at the second gate of the park. 
  3. If a camper wishes to change their site and a vacant site is available, they must notify the Park Manager and Campers Chairman of their intention to move in writing. This can be done via email to chairman@germaniapark.ca if email is available, or through a written and dated letter if email is not an option. The Park Manager and Campers Chairman will then assign the site to the camper based on seniority or the waiting list. It is important to note that any move must be supervised by the Park Manager to ensure a smooth transition.
  4. During the camping season, any available vacant trailer/RV site will be posted in the Pavilion by the Park Manager and Campers Chairman for a two-week period, including two consecutive weekends. The Park Manager and Campers Chairman will assign the available site to campers who wish to move based on the seniority list. The move must be supervised by the Park Manager. 
  5. If a camper wishes to sell their trailer/RV to someone who is not already a camper, the trailer must be removed from the grounds. However, if the trailer/RV is sold to an existing camper and meets the current trailer standards, it can remain in the park at the buyer’s site or be stored for a fee at the storage lot.

 Section IV: Campsite Equipment

  1. All trailers must be professionally manufactured by a trailer manufacturing company for the purpose of camping. They must have permanent wheel carriages and meet all relevant safety standards. 
  2. Decks must not exceed the length of the trailer, including the tongue, and must not be wider than 12 feet. The grandfather rule is in effect, meaning that decks that were installed prior to the adoption of this rule may be allowed to remain, even if they do not meet these specifications. 
  3. A minimum 2-foot-wide easement must remain clear adjacent to all power and water lines to allow for maintenance. Trailer units, sheds, decks, awnings, and all overhead equipment such as antennas and flag poles must be at least 10 feet away from overhead power lines. 
  4. The Park Manager may request the removal of any items on a campsite at any time due to maintenance, safety concerns, or encroachment on Park infrastructure.

Section V: Occupancy and Maintenance of Trailer/RV Site

  1. Campers are required to use a honey wagon for all wastewater (sewer and grey water) and are prohibited from discharging wastewater onto the ground. The honey wagon must be connected to the trailer/RV’s sewage outlet using a hose no longer than 3 ft and dumped in the holding tank near the Pavilion. In addition, the conservation authority prohibits permanent connection of sewer hoses to RVs/trailers, and they should only be connected at the time of disposal.
  2. Clotheslines are prohibited, and laundry should not be hung out.
  3. Campers are responsible for removing their garbage from their respective campsites. Additionally, when departing, it is mandatory to turn off the main water tap and all electrical devices such as lights, air conditioning, and television. Please note that refrigerators are excluded from this requirement.
  4. Campers are expected to maintain a neat and tidy campsite. Dead leaves, twigs and branches are to be taken to the burn pile. Regular lawn upkeep, including mowing, is required. Neglected lawns will be attended to by the Park Manager, and campers will incur a fee of $25.00 per cut.
  5. Burning of the following materials is strictly forbidden within the campground: plastics, treated or painted wood, wet or green wood, garbage or household waste, pressure-treated lumber, foam or Styrofoam, fabrics and textiles, aerosol cans, and yard waste treated with pesticides.

 Section VI:  Use of Campgrounds, Beach Area and Facilities

  1. No boats should be tied to the swimming dock unattended.  
  2. Fishing is allowed at the docks but the use of devices that are sunk into the ground to hold the fishing rod is not permitted.  Such practice is contrary to environmental regulations.  The rules of the Conservation Authority must be respected.  Fishing rods cannot be left unattended.  Fishing on the swimming dock is not permitted when there are swimmers present.  The second dock is for fishing and may be used by swimmers if no fishers are present. As per the Conservation area, fishing is catch and release only. 
  3. Possession or consumption of liquor is permitted at a member’s campsite only.  Alcohol may not be taken into the pavilion at any time when the facility is rented and covered by a liquor license. 
  4. Smoking of tobacco and cannabis is permitted at campers’ sites only.  This includes vaping and the use of a hookah. 
  5. The possession or use of drones for personal or recreational use is strictly prohibited.

Section VII:  Use of Common Areas

  1. The campground provides various common areas for the enjoyment of all campers, including but not limited to horseshoe pits, basketball courts, common area fire pits, and other designated recreational facilities. These areas are available on a “first come, first serve” basis unless otherwise specified or reserved for specific events or activities (always good to check with Park Manager or Campers’ Chairman).
  2. Campers utilizing the common areas are expected to treat them with respect and ensure that they are left in the same condition as they were found. This includes removing personal belongings, trash, and any other items brought into the area.
  3. Any damages or vandalism to the common areas caused by a camper or their guests shall be the sole responsibility of the offending camper. The camper will be required to promptly report the damage to the Park Manager and bear the financial responsibility for any necessary repairs or replacements.
  4. Campers must adhere to any posted safety regulations and guidelines pertaining to the use of common areas. This includes but is not limited to rules related to appropriate attire, equipment usage, and behaviour conducive to a safe and enjoyable environment for all campers.
  5. Campers are encouraged to cooperate and share the common areas with fellow campers in a respectful and inclusive manner. Any disputes or conflicts regarding the usage of these areas should be reported to the Campers’ Chairman for resolution.
  6. In certain cases, the campground may allow campers to reserve specific common areas for private events or gatherings. Campers interested in exclusive bookings should contact the Park Manager or Germania Club office in advance to inquire about availability, and any associated fees, and to obtain necessary permissions.
  7. Campers are permitted to use the pavilions if the weather conditions prevent the use of their deck. This includes fridges, sinks, and stoves. The Pavilion must be left clean, and garbage must be removed by the campers. This only applies when the Pavilion is not already booked for a pre-scheduled event. It is important to remember that the existing rules regarding the number of visitors and guests on-site will still be in effect (Section I: 4).

 Section VIII:  Bank Account and Signing Officers

The Campers’ Group shall maintain a group bank account in its name at an approved financial institution. The Group Chairman and Treasurer shall be the authorized signing officers to approve any transaction. They are responsible for overseeing financial transactions and ensuring adherence to the group’s budget and financial policies. Any changes to the signing officers require a majority vote of the group members. The Treasurer shall maintain up-to-date financial records.

 Section IX:  Duties of the Campers’ Chairman

  1. The Campers’ Chairman is the liaison between the campers and the Board of Directors of the Germania Club.  As such, he/she is responsible to the Club’s Board of Directors for the affairs of the campers.  He/she, or a designated member of the Campers’ Committee, is required to attend the monthly extended Board Meeting as well as the Club Members’ Meetings.
  2. The Campers’ Chairman and a committee consisting of a Vice-Chairman, Secretary, Treasurer and a Social Convenor are elected annually at the Campers’ Meeting.  For further details see addendum B. 
  3. The Chairman maintains a seniority list of regular seasonal campers.
  4. The Chairman also keeps a list of new applicants, specifying their date of application.
  5. The Park Manager and Chairman assign the lots to the campers according to Section III of this set of Campers’ Rules and Regulations.
  6. The Chairman checks that all campers have paid their fees and that all Rules and Regulations are observed.
  7. The President, the Vice-President and the Park Manager of the Germania Club Board of Directors and the Campers’ Chairman reserve the right to access the campsite at any time for the purpose of inspection, service and utility maintenance.
  8. The Campers Chairman works in close cooperation with the Park Manager.
  9. The Chairman chairs all meetings and is responsible for conducting the meetings in accordance with parliamentary rules, to mediate conflicts and to ensure that the park rules and regulations are adhered to.
  10. He/she may establish committees in order to meet the requirements of the camper’s group. 

Section X:  Duties of the Campers’ Vice-Chairman 

  1. The Campers Vice-Chairman assists the chairman and in his/her absence he/she will chair the meetings.
  2. In the event of the absence of both the chair and vice-chair, a chair will be appointed from within the remainder of the committee. 

Section XI: Duties of the Campers’ Secretary 

  1. The Secretary is responsible for the minutes of all meetings and for all documents of the Campers’ Group that are entrusted to his/her care.
  2. He/she looks after written tasks, such as correspondence for the Group.
  3. He/she assists the chairman in running the meetings in accordance with the Club’s Constitution and By-Laws, the Rules and Regulations of the Park and Robert’s Rules of Order. 
  4. The Secretary is responsible for maintaining an up-to-date list of members. 

Section XII:  Duties of the Campers’ Treasurer

  1. The Treasurer shall have custody of all financial transactions and all financial records of the Campers Group.
  2. He/she records all revenues and expenses of the Group and is responsible for ensuring that receipts are deposited in a chartered bank or other banking institution which carries deposit insurance.
  3. The Treasurer shall keep all special funds and donations separate and distinct from the general funds of the Group.
  4. He/she will report a statement of profit and loss as well as balances at every membership meeting.

Section XIII:  Duties of the Campers’ Social Convenor 

  1. The Social Convenor plans and manages all social events and is responsible for the decoration of the same.
  2. He/she must present a budget for each event, which must be approved by the Campers Committee before the event. 

Section XV:  Special Requests and Complaints by Campers 

  1. Special requests and complaints by a camper should be passed on to the Campers’ Chairman.
  2. If the special request can be resolved within the existing rules, the Campers’ Chairman should resolve the problem.  If not, he may need the help of the Park Manager.
  3. If the problem still cannot be resolved, the Campers’ Chairman will pass it on, in writing, to the Board of Directors of the Germania Club.
  4. The Board will proceed according to the Campers’ Rules and Regulations, the Club Constitution and any relevant guidance from other institutions. 

Section XVI:  Corrective and Disciplinary Action 

  1. A seasonal camper may be expelled for repeatedly violating Park and Campers’ Rules and Regulations or other inappropriate behaviour.
  2. The Campers’ Chairman and the Park Manager must agree on the eviction.  Both must notify the Board of Directors of the Germania Club of such violations or inappropriate behaviour and what corrective action has been demanded.
  3. The Campers’ Chairman should keep a record of such violations and demands for corrective action.  The Board will send a letter to the camper demanding his/her co-operation.  Upon further infractions of the rules, the Board will demand the withdrawal of the camper.
  4. Any visitor or guest to the Park may be expelled for violating the Park and Campers’ Rules and Regulations. 

Postscript 

There are two addenda added to guide the Campers’ Chairman in holding a meeting or an election.  Both addenda are based on Robert’s Rules and the Constitution of the Germania Club.

These Park and Campers’ Rules and Regulations take effect in May 2023 and replace all previous rules and regulations pertaining to campers.  

Addendum A 

Meetings of the Campers’ Group are held according to parliamentary rules of conduct and debate.  Robert’s Rules of Order are the reference source in any case of disagreement on the procedure.  It is up to the Chairman to enforce these rules, and any member can ask the Chairman to do so by a “point or order”.  Only Campers have the right to vote.

 The Agenda of a Regular Meeting 

Regular meetings must be announced in the Germania Post (or by direct email to campers) at least one month before the meeting.  The quorum for such a meeting is 1/3 of the members, including the members of the executive committee.  Decisions are reached by a simple majority vote.

  1. The Chairman opens the meeting.
  2. The Secretary reads the minutes of the previous meeting.
  3. The Secretary reads any correspondence.
  4. Reports are made by committee members.
  5. Unfinished Business.
  6. New Business.
  7. Adjournment of the meeting.

 Addendum B 

The elections for the Campers’ Chairman and Executive Committee must be held annually around the first of May and must be announced in the Germania Post (or direct email to campers) at least one month in advance.  At least one month before the election meeting, the Chairman will appoint one or two members of the campers to a nomination committee.  It is the task of the nomination committee to find suitable candidates for all positions on the executive committee.  The election meeting should be held in one of Germania Park’s Pavilions. 

Agenda for an Election Meeting 

  1. The Chairman opens the meeting.
  2. The Secretary announces and records the number of voting members present.
  3. The Secretary reads the minutes of the previous meeting.
  4. The Secretary reads any correspondence.
  5. Reports by the Executive Committee members.
  6. Election of the Election Committee.
  7. Transfer the meeting to the Chair of the Election Committee.
  8. Discharge of the outgoing Executive Committee.
  9. Report of the Nomination Committee.
  10. Election of
  • a) The Chairman
  • b) The Vice-Chairman
  • c) The Secretary
  • d) The Treasurer
  • e) The Social Convener.
  1. Transfer of the meeting Chair to the newly elected Executive Committee.
  2. Discharge of the Election Committee.
  3. Adjournment.