This list is not all-inclusive; however, these requirements are not appropriate for all department staff. Each departmental area will have additional job-specific requirements in addition to the following list:

• Work your scheduled shifts and arrive to shifts on time, ready to work
• Accurately record your work time on ABC, or leave a note on the Slack (#clock)
• Be familiar with the appropriate policies and procedures associated with your job
• Wear the appropriate staff uniform
• Eat only in designated areas when authorized by a supervisor
• Receive and relay any pertinent information from your shifts to the person who replaces you on the next shift
• Maintain all required certifications/ trainings
• Follow the appropriate facility rules for your work location
• Communicate any questions or issues to your direct supervisor

Each area of the department has a different set of staff expectations and separate system for addressing inappropriate behavior by staff. The following list is not meant to be all-inclusive. However, these are examples of behaviors that could lead to disciplinary action – from probation up to immediate termination depending on the severity of the situation:

• Showing up for work impaired by alcohol or drug use
• Falsifying payroll or other documentation
• Theft – either of an item or a service
• Giving someone unauthorized, free usage of the gym
• Sleeping while on duty
• Working out while on the clock
• Inappropriate use of keys
• Not showing up for work or staff training, or showing up late
• Not performing job responsibilities and/ or following policy
• Improper usage of computing resources

American Fitness wants to create an expectation for our customers that they will receive excellent customer service. Because of limited space/ resources, conflicting demands, and the competitive nature of some of our programs, we will not be able to completely satisfy every customer in each instance. The customer is not always right, but they are always important.

In responding to customers, please keep in mind that our emphasis needs to keep the following factors in mind, and these are listed in order of importance:

1. Safety and care – we manage our risks so that our customer is as safe as possible given the nature of the activity. Decisions made based on risk management concerns may not be popular with participants, but still represent good customer service.
2. Service – once a safe environment has been established, we want to provide a response to our customer that is professional and takes into the account the needs of the entire group, not just one individual.
3. Fun – we seek to ensure that our participants are having fun as they seek to develop themselves.

We want to make sure that we are doing everything in our power to act in a way that ensures participant safety, treats everyone with courtesy and respect, and allows our guests to get the most out of their experience.

Please keep in mind the following basic principles when interacting with customers and staff:

• Every customer encounter is important
• Smile – this will help the customer to feel at ease and welcomed, and you’ll come across as friendly and approachable
• Make the customer feel welcome. Respond immediately to a customer’s questions or presence by smiling, nodding, or asking if you may assist them. If you cannot immediately respond to a customer, at least acknowledge his/her presence by indicating that you will be with him/her as soon as possible
• Non-verbal communication is important – utilizing an “open” posture (not crossing arms or legs), maintaining good eye contact, using appropriate facial expressions, being careful with gestures (or speaking with your hands), and maintaining a proper amount of personal space can all help in the communication process.
• Be sensitive to the customer’s personality and/ or background
• Learn your business – be an expert. Be informed about the programs and facilities within American Fitness. If you don’t know the answer to a question, then say so. Never lie or make up an answer; if possible find somebody who does know the answer.
• Be true to your word – only offer a customer something that you are sure you (or someone else) can give them.
• Display a positive and professional attitude; use good judgement and common sense.
• Be memorable for the right reasons. Be helpful, be courteous and be polite. Never say, “That’s not my job.”

In your role as an American Fitness staff member, you will have the occasion to interact with participants who may disagree with how a situation is being handled. While there is no perfect recipe for handling difficult people/ situations, the following suggestions are valuable in keeping a situation from escalating:

• Listen more than you talk
• Answer reasonable questions reasonably
• Cultivate your voice: firm, loud enough to be heard, but not challenging
• Talk low and slow; counter antagonistic talk by soft talk
• Courtesy will pay off: “Thank you” and “Please” are of value
• Empathize with the customer while still enforcing the gym’s policies. Empathy is the ability to see the world as another person, to share and understand another person’s feelings, needs, concerns, and/ or emotional state.
• Brainstorm possible solutions
• Seek assistance from other staff members as necessary
• Refer matters that you cannot resolve to a higher authority; make sure your staff supervisor is aware of situations like these, especially when you have advised a customer to contact them.

In your work with American Fitness, we expect that you will gain skills that will assist you in your future career, and as a productive member of society. American Fitness has identified learning outcomes that they expect staff members to achieve throughout employment:

• Demonstrate critical thinking
• Communicate effectively
• Practice personal and social responsibility
• Demonstrate social, cultural, and global competence
• Prepare to engage in lifelong learning
• Work collaboratively

Additionally, each staff member will have specific learning outcomes related to the tasks you are being trained to perform.

The following objectives have been established for American Fitness staff to better serve the departmental mission:

• The American Fitness staff will provide readily available, safe, and aesthetically pleasing facilities always.
• The American Fitness staff will maintain a high level of professionalism at all times while performing job duties.

The American Fitness staff will assist and supervise facility users in a courteous and helpful manner

All staff members are required to turn in an availability sheet. Staff members are expected to arrive for their scheduled shift 15 minutes prior to the designated shift time. If a situation occurs that the staff member cannot make it to work on time or must leave early from their shift, the reason and specifics of the situation must be communicated to the other staff members that are affected and to the manager and owner of the gym.

Your work schedule will be determined in accordance with your availability. Staff members are expected to plan their extracurricular activities and other obligations around their work schedule.

Schedules typically are set permanently until adjustments are needed to be made. Conflicts in the schedule are to be discussed with the owner of the gym and the manager PRIOR to the conflicted time.

Once you have been scheduled, you are expected to work your assigned shifts. Your schedule and availability throughout the year will change. If you cannot cover your shift or any part of it, it is your responsibility to secure a substitute. If another staff member will cover your shift it is the responsibility of the originally scheduled employee to tell the owner and manager about the schedule change.

As an employee of American Fitness, you may be called upon to substitute for a fellow employee. All employees are expected to do their part to help another employee in need. Remember that you may need someone to substitute for you one day. Once again, remember that if you fail to find a substitute for your shift you needed covered, you are responsible to work the shift.

If you are going to be late due to unforeseen circumstances, you are required to call the person on staff before you to communicate the reason for your tardiness. You are also expected to tell the owner and manager about your tardiness and the reason for it.

If you are scheduled for a shift but become sick, and are unsure whether you will feel well enough to come in for your shift you need to send out a text in the Slack app asking for someone to cover your shift, or Even call, if it’s a last minute. You must be responsible for getting your shift covered. Or it will be counted as no show. Your employment is subject to be terminated if the number of no show is more than two

You are required to wear fitness apparel always while on duty to be distinguished by anyone requiring assistance. Employees of American Fitness should always maintain a well-groomed appearance including clean, neat clothes. Comfortable shoes are recommended to be worn due to the amount of time spent on your feet. Sandals and open toed shoes are not acceptable footwear. They can be dangerous to wear around the gym and they bare against health code due to the presence of the smoothie bar. Baseball caps are acceptable to be worn on duty. NO clothing may be worn that displays the use of alcohol, drugs, or abusive or offensive language. No sleeveless shirts are to be worn while on duty. Remember that you are representing American Fitness. Maintaining a professional appearance will help demand respect and will give facility users a sense of trust.

The primary role of the American Fitness staff is to man the front desk and to assist member and future members. You are expected to sign up new members, adjust information to current members, make smoothies, sell merchandise, maintain the integrity and cleanliness of the gym, and to ensure that the equipment is not being damaged or used in an unsafe way. 

All employees are expected to conduct themselves in a professional manner at all times. The way in which staff answer questions will either greatly contribute or detract from the services provided by American Fitness. You are the gym’s most effective public relations resource. As an employee, you create positive attitudes toward fitness and to set an example to our members. Be on your best behavior at all times, and strive to provide quality customer service. You are expected to abide by the rules and regulations of the gym.

Social media is changing the way we work, offering a new model to engage with friends and customers. While we cannot tell you what you can and cannot post on your own personal social media pages, remember that you are a representative of American Fitness and we recommend that you be careful and tasteful about what you choose to post online. Below are our rules and regulations regarding social media:

• Only use devices when approved by your manager to use while on-the-clock. If you are not allowed to use any type of personal electronic devices while working, you are also not allowed to use any of the social media outlets while on the job.
• For positions that can utilize social media outlets while on the job, you must only post appropriate work-related information as deemed suitable by your supervisor.
• Even when you are not in the workplace if you are wearing American Fitness issued attire, you are a representative of American Fitness. Therefore, do not post any photos, videos, etc. online that involve you holding or consuming any type of alcoholic beverage and/or inappropriate/ illegal substance while wearing American Fitness apparel. If this situation does occur, necessary disciplinary action likely take action when you are back in the workplace.
• Use common sense when posting online. When you are in doubt about what you post, either ask your supervisor, or just don’t post it. Remember, if you’re online, you’re technically on record – everything on the internet is public and searchable. What you write is ultimately your responsibility.

All staff will be monitored to ensure that proper procedures are being followed, and staff members that are not preforming their duties adequately have the potential to be suspended or removed from their position on staff. Be sure to stay in communication with all other employees on staff.

Staff members are expected to consistently enforce all policies of the gym, and they are to ensure the proper use of equipment for the safety of the member and to protect the equipment itself.

Staff members should be available to instruct a member on the proper use of equipment. Keep in mind that you are not a personal trainer and you are only obligated to give the basic instruction on the use of the machine or equipment. You are still responsible for all other duties that goes along with the job.

Use your expertise and authority. Do not allow a member to be disrespectful to you or to the policies of the gym. If you have a problem, contact the manager or owner and inform them of the situation. The member’s name and account number should be obtained. It is imperative to complete the incident report form when necessary

The cleanliness of our facility is important. We have cleaning staff the disinfects the facility. It is the front desk staff’s responsibility to ensure that all weights, and equipment are in their proper place and that dirty towels and trash are not scattered around the gym. All employees working are responsible for their share of duties. Undone assignments and responsibilities will receive a violation and possible dismissal.

Answer the phone at the front desk by saying, “Hello, American Fitness.” The telephone at the front desk is not to be used for personal calls. It may be used to contact fellow staff members when necessary. The telephone may be used to contact emergency medical services, the police, or fire department during emergencies via 911.

Occasionally, a member who is unhappy with the rules or regulations may confront Staff members. When dealing with upset patron, always maintain a professional attitude. If forced to confront a patron, listen to their concerns, explain that they have been heard and understood, offer solutions based on facility policy, and finally, if they are unwilling to listen to you let them know that they can set up an appointment with the manager or owner. It is important to remain calm and professional. Avoid yelling across the weight room, approach the member to help them with their needs.

No staff member is to act in an unprofessional manner while working. While you are on duty, it is not the time to ask an individual out, ask for a phone number, be involved in excess flirting, or to hold long conversations with friends.

Be aware of information and changes in procedures that are passed on to you by emails, text or Slack.

If you have questions about polices or procedures text the question in the Slack.

Violations

• Failure to organize and re rack up weights at beginning and end of shift
• Failure to do assigned cleaning duties
• Failure to complete shift inventory
• Failure to complete laundry
• Dress code violations
• Failure to do POS beginning and end cash counts
• Any excess of unaccounted for drinks
• Neglect of members or future members
• Sleeping on the job
• Failure to follow health code standards at the smoothie bar.
• Failure to complete paperwork

Verbal Warning

If assigned duties and responsibilities are not completed during shift, the staff member will receive a verbal warning describing the wrongdoing.

Write Up

After a verbal warning is issued and your job is still not being done properly, you are subject to a write up. After 2 consecutive write ups your employment will be terminated.

The owner and manager reserves the right to take proper disciplinary action the he/ she sees fit including but not limited to, immediate termination of employment.

Review of this manual assumes staff expectations are understood. Staff members should be aware that any willful destruction of property, unauthorized use of facility, or showing up for work under the influence of drugs or alcohol may result in immediate termination. Also, any destruction of property or assault may result in legal action.

Clock in in the ABC Data Trac and switch the user to you. You should arrive 5- 10 minutes early to your shift to give you enough time to clock in, switch users, and get started on your duties.

• Maintain cleanliness and organization of the gym
• Clean smoothie area and replace the soap/ water and sanitizer water solution
• Complete inventory, smoothie and drink sales
• Record inventory at arrival and departure and make sure that all items sold are accounted for
• Do laundry throughout your shift
• If there is laundry still left at the end of your shift, notify the next staff member of duty before you depart
• Sign up new members, and make adjustments to existing members accounts when necessary
• Greet members as they walk in
• Acknowledge the departure of members
• Count and record the balance of the cash drawer at the beginning and end of your shift

American Fitness is very concerned with maintaining an ongoing and dynamic risk management program. We are especially concerned about lawsuits brought on by our members due to negligence. Lawsuits are costly and potentially devastating to the financial health of the facility, and can prevent us from future expansion of our programs and facilities. We cannot prevent someone from filing a lawsuit, but we can minimize the possibility and the potential of someone winning a lawsuit against us by preventing accidents from occurring, and responding appropriately when they do occur. The prevention of accidents and the proper response to emergency situations are two primary responsibilities of American fitness staff members.

Always remember to:

• Inspect the gym to discover dangers
• Reduce or eliminate the danger by taking appropriate action
• Properly supervise the gym

Risk management focuses on improving the safety in the facility. Risk management can be defined as the process of planning, organizing, leading, controlling, and monitoring the activities of an organization in order to minimize the adverse effects of accidental losses on the organization at a reasonable cost. Our risk management program must take the following into account:

• Equipment failure, fire, and other matters subject to human control
• Storms, wind, lightning, and other acts of nature
• Staff loss such as illness, injury, death, and voluntary or involuntary attrition
• Third party liabilities (lawsuits based on negligence, contract violations, and labor law violations)
• Government mandates such as, ADA, Civil Rights laws and EEOC
• Concerns regarding any of these situations will be taken seriously by American Fitness, so always report any real or perceived problems associated with the facilities risk management program.

Section 1: EQUPMENT PURCHASING, SET UP, PLACEMENT, MAINTENENCE AND REPAIR

• Equipment is purchased from a reputable manufacturer and must meet existing standards and guidelines for commercial/ professional use.
• Equipment is used only for the purpose(s) intended by the manufacturer; it is not modified from the condition in which it was originally sold unless such adaptations are clearly designated and instructions for doing so are included in the product information.
• Exercise equipment, devices, and machines are assembled, set up and placed in activity areas in full accordance with the manufacturer’s instructions, tolerances and recommendations
• Prior to being put into service, exercise devices, machines, or free weights must be thoroughly inspected and tested to ensure that they are working and performing properly, as intended by the manufacturer.
• Exercise machines equipment and free weights must be inspected and maintained at intervals specified by the manufacturer or exceeding manufacturers expectations as determined by the owner.
• Exercise devices, machines, equipment and free weights which are in need of repair, as determined by regular inspection or as reported by users, is immediately removed from service and placed “out of order” until serviced or repaired; and will be re-inspected and tested to ensure that they are working and performing properly before being returned to regular service
• Manufacturer provided users manuals; warranties, operations guides, as well as other relevant records (e.g., pertaining to equipment selection, purchase, installation, set-up, inspection, maintenance and repair) are kept on file and followed regarding equipment operation and repair.
• Checklists for maintenance and cleaning of the gym and the equipment are completed and kept on file.

Flooring

• All flooring cleaned (swept, vacuumed, mopped, and disinfected) daily, or as needed
• Tile floor resistant to slipping; no moisture or chalk accumulation
• Rubber flooring free of cuts or slits
• Flooring under dumbbells vacuumed regularly
• Puddles of liquids on flooring cleaned immediately

Walls

• Wall surfaces cleaned weekly, or more often if needed
• Mirrors and shelfs securely fixed to walls
• Mirrors and windows cleaned regularly
• Broken mirrors replaced as needed

Ceiling

• All ceiling fixtures and air vents dusted as needed
• Ceiling tiles kept clean
• Damaged or missing ceiling tiles replaced as needed

• Volume of stereo system set to 45 to allow for clear communication between spotter and lifter at all times.
• Stereo system controlled by American Fitness staff only
• Ventilation systems working properly, no detectable strong odors in room
• Equipment not slick due to high humidity
• Facility well lighted and free of dark areas, bulbs changed when needed.
• Exit signs well lit

Resistance Training Free Weight Area

• Easy to access each work station
• Olympic bars properly spaced between ends (approx… 3 ft.)
• All equipment returned after use to avoid obstruction of pathway
• Surfaces that contact skin cleaned and disinfected daily
• Frames cleaned weekly
• Securing bolts and apparatus parts tightly fastened
• Ceiling height sufficient for overhead exercises

Resistance Training Machine Area

• Easy access to each work station
• Area free of loose bolts, screws and cables
• Proper selectorized pin usage
• Securing straps functional
• Parts and surfaces properly lubricated and cleaned
• Surfaces that contact the skin cleaned and disinfected daily
• Frames cleaned weekly or more often if needed
• Belts and cables aligned with machine parts

Cardiovascular Training Area

• Easy access to each work station
• Bolts and screws tight
• Functioning parts easily adjustable
• Parts and surfaces properly lubricated and cleaned
• Measurement devices for tension, time, rpms, and HR properly functioning
• Equipment cleaned and disinfected daily

• Posted at the entrance of the Gym
• Copies are available for patrons at the front desk located at the entrance of the gym

Pets are not allowed in American Fitness. The only exceptions are service animals. A service animal is any animal that is individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. Service animals are working animals not pets.

Under the American with Disabilities Act (ADA) businesses and organizations that serve the public must allow people with disabilities to bring their service animals into all areas of the gym where customers are normally allowed to go. This federal law applies to all businesses open to the public, including restaurants, hotels, taxis, and shuttles, grocery and department stores, hospitals and medical offices, theaters, health clubs, parks, and zoos.

• Businesses may ask if an animal is a service animal (or service animal in training) and ask what tasks the animal has been trained to perform but cannot require special ID cards for the animal or ask about the person’s disability.
• People with disabilities who use service animals cannot be charged extra fees, isolated from other patrons, or treated less favorably than other patrons. However, if a business such a hotel normally charges guests for damage that they cause, a customer with a disability may be charged for damage caused by his or her service animal.
• A person with a disability cannot be asked to remove his service animal from the premises unless: (1) the animal is out of control and the animal’s owner does not take effective action to control it (for example, a dog that barks repeatedly during a movie) or (2) the animal pose a direct threat to the health or safety of others.
• Allergies and fear of animals are generally not valid reasons for denying access or refusing service to people with service animals.

An emotional support animal (ESA) is a companion animal that a medical professional has determined provides benefit for an individual with a disability. This may include improving at least one characteristic of the disability. Emotional support animals, typically dogs, but sometimes cats or other animals, may be used by people with a range of physical, psychiatric, or intellectual disabilities. To be prescribed an emotional support animal the person seeking such an animal must have a verifiable disability. To be afforded protection under United States federal law, a person must meet the federal definition of disability and must have a note from a physician or other medical professional stating that the person has that disability and that the emotional support animal provides a benefit for the individual with the disability. An animal does not need specific training to become an emotional support animal.

Legislation passed in 1990 that prohibits discrimination against people with disabilities. Under this Act, discrimination against a disabled person is illegal in employment, transportation, public accommodations, communications and government activities. The law prohibits private employers, state and local governments, employment agencies and labor unions from discriminating against the disabled. Employers are required to make reasonable accommodations in order for the disabled person to perform their job function.

American Fitness strives to protect the rights and privileges and to enhance the self-esteem of all its members. The staff should be aware that any form of harassment and any forms of illegal discrimination against any individuals is inconsistent with the values and ideas of the American Fitness community.

Individuals who believe they have experienced harassment or discrimination are encouraged to contact the appropriate supervisor within their respective unit.

American Fitness has a strong commitment to the principle of diversity in all areas. This job is open to all qualified individuals

• If someone is injured, or appears to be injured in the gym, do not attempt to move them, unless their location, body position, or physical state may out them at risk.
• For serious injuries, call 911 and request the ambulance: explain the nature of the emergency.
• It is important to stay near the phone you called from if EMS calls back for further information or instruction.
• After situation is under control, thoroughly complete an Incident report form.

• When a medical emergency and/or injury occurs, the injury report form is completed by a staff member on duty, the injured member (if possible), and any witness to the incident (if possible).
• Copies are located behind the front desk Computers on the Desktop folder named Forms.

The 1991 OSHA regulations include a section specific to blood borne pathogens. This standard provides requirements for employers to follow to ensure employee safety with regard to occupational exposures to blood borne pathogens.

Blood borne pathogens are pathogenic microorganisms that are transmitted via human blood and cause disease in humans. They include, but are not limited to, hepatitis B virus (HBV) and human immunodeficiency virus (HIV). Although several pathogens can be transmitted percutaneously, HIV-1 remains the most common.

The human immunodeficiency virus (HIV) is a lentivirus (a subgroup of retrovirus) that causes HIV infection and over time acquired immunodeficiency syndrome (AIDS). AIDS is a condition in humans in which progressive failure of the immune system allows life-threatening opportunistic infections and cancers to thrive. Without treatment, average survival time after infection with HIV is estimated to be 9 to 11 years, depending on the HIV subtype. Infection with HIV occurs by the transfer of blood, pre-ejaculate, semen, vaginal fluids, or breast milk. Within these bodily fluids, HIV is present as both free virus particles and virus within infected immune cells.

AIDS/HIV Policy

American Fitness is committed to providing for the well-being of each staff and gym member. Those individuals who participate and sustain injury causing an open wound will be required to seek immediate first aid to control and cover the flow of bodily fluids before the participant will be admitted back into the activity.

Notify the local Fire Department by Calling 911

During an evacuation remember the following:

• Not all exits may be accessible; alternate routes may be needed
• Once the facility is evacuated the American Fitness staff will need to assist with crowd control, keeping people away from the facility, and keeping people from entering the facility until the situation has concluded. American Fitness staff members need to stay visible at all times to help with crowd control. Stand/place yourselves in a position between the facility and in front of the crowd so that you are identifiable, visible, and can communicate effectively with patrons.

Standard Procedure

In case of the fire Emergency following announcement will be made by the American Fitness staff members throughout the facility: “Attention all patrons we need to evacuate the gym because of a potential fire. Please exit the facility quickly, but calmly, and follow the instructions of all staff members. We will continue operations once we have the approval to do so by the Proper administration. Please listen for further announcements. Thank you for your cooperation.”

1. Instruct Attendant(s) to split up and help clear the entire gym by instructing patrons to swiftly but safely exit towards available exit ways. Once the majority of patrons have left the gym area Attendants may need to walk behind groups somewhat instructing and hurrying them toward the gym’s exits.
2. The Staff member will move throughout the gym assisting with clearing of the facility and giving patrons exit instructions.
3. Once it appears that all patrons have left the gym area do a quick scanning to ensure that no one is still using equipment or located in the vicinity of the gym.
4. Report to all other American Fitness staff members that all patrons and staff have been evacuated from the Weight Rooms, and wait for further instructions. Offer to help with clearing the rest of the facility.
5. After all staff members have been accounted for, and if no further help is needed inside of the facility, all American Fitness staff will exit the building and will assist with crowd control. *Remember that everyone needs to be moved beyond the parking area all the way over to the other parking area by the next business.
6. Staff members and patrons will only return to the facility when notified by the appropriate authorities. American Fitness staff members will not re-enter the building until notified by the Manager that it is okay to do so.
7. Once re-entry is permitted ensure that the gym and equipment is ready for use and contact the Manager and let them know that the gym is ready for full operations to resume.

American Fitness Attendant(s)

1. American Fitness Attendant(s) will split up and rapidly move throughout the gym instructing patrons to swiftly but safely exit towards the available exits.
2. Instruct all patrons to go beyond the parking area and to continue until they have reached another parking area in front of another business.
3. Report to the Manager to wait for further instruction.
4. After all staff members have been accounted for, and if no further help is needed inside of the facility, all American Fitness staff members will exit the building and will assist with crowd control.
5. Staff members and patrons will only return to the facility when notified by the appropriate authorities. American Fitness staff members will not re-enter the building until notified by the Manager that it is okay to do so.
6. Once re-entry is permitted ensure that the gym and equipment is ready for use. The Manager will then contact the facilities staff to let them know that the gym is ready for full operations to resume.

Modified Evacuations

• If you have information on where the fire is located, know where the nearest safe point of exit is, and direct all patrons to exit the facility there.
• If the fire is located near the main entrance of the gym, or in a location in which evacuating through the main gym entrance area would be imprudent, then all patrons and American Fitness staff must be evacuated through the Emergency Exit doors located in every room in the facility.
• To exit through these doors press and hold the Emergency exit door bar and it will “pop”/release and the door will open.
• Once patrons have evacuated through these Emergency Exit doors they need to be directed towards a safe area.
• Once all patrons have reached safe destination assist with crowd control and wait for further instructions.

Electrical Fire in the Gym

• An American Fitness staff member will contact 911 to explain the situation occurring in the gym. This conversation needs to be detailed enough that the staff members understand the extent of the situation, whether it is announcement and full Fire Evacuation of the facility
• American Fitness staff members will ensure that patrons are not near the location (or utilizing equipment near) of the electrical fire has started in the gym
• If the fire is small and possibly controllable, a staff member shall utilize the closet fire extinguisher located in the gym to attempt to put out the fire. If the size of the fire increases and/ or puts staff in danger, then immediately stop attempts to contain the fire and evacuate the gym as safely and quickly as possible following the “Fire Emergency Evacuation” protocol.

*When a power outage occurs in the American Fitness facility all activities must cease and patrons must be evacuated into the main lobby area until further notice. Although it may seem as though there is enough natural light (or emergency lighting) in the facility, evacuation procedures must occur unless otherwise notified by the Manager.

Standard Procedure

Manager

1. Instruct Attendant(s) to move throughout sections of the gym to communicate with patrons that there is a power outage in the facility, that they must cease their workouts, collect their belongings and move to the main lobby.
2. Instruct all patrons to exit the gym through the main gym entrance area indicating to them that we have had a power outage and are unsure of when power will be restored.
3. Have Manager staff member escort all patrons through the gym into the main lobby of the gym. Please note, in most situations when there is a power outage patrons should be allowed to collect all of their belongings from day lockers or the locker room in a timely manner prior to moving into the main lobby area.
4. Before leaving the gym, flip all power switches to OFF on the cardiovascular equipment that is plugged in. This includes treadmills, and Stepmills.
5. Report to the Manager to notify the Facility staff that all patrons in the Weight Room have been evacuated and wait for further instructions.
6. Account for all American Fitness staff members.
7. Help facilities staff clear other areas throughout the gym.
8. After clearing all gym patrons to a safe destination, you must stay on site in the gym lobby until power is restored and normal operations can resume, or until a shift change occurs. If a shift change occurs, be sure to inform those replacing you of all information regarding the power outage. Those coming into work will replace you, and will need to stay on site in case power is restored and normal operations can resume.
9. When power is restored patrons cannot be allowed back into the gym until you have gone back through all of our normal “opening procedures”. Once all opening procedures have been completed the gym doors can be unlocked and patrons can be allowed in to workout.

American Fitness Attendant(s)

1. Move throughout sections of the gym to communicate with patrons that there is a power outage in the facility, that they must cease their workouts, exit the room, collect their belongings and move to the main lobby of the gym.
2. Escort all patrons through the gym to the main lobby of the gym. Please note, in most situations when there is a power outage patrons should be allowed to collect all of their belongings from day lockers or the locker room in a timely manner prior to moving to the main lobby area.
3. Report to the Manager to notify the Facility staff that all patrons in the gym have been evacuated.
4. Once the HA reports to the all facility staff, help staff clear other areas throughout the gym.
5. After clearing all gym patrons to main lobby area you must stay on site until power is restored and normal operations can resume, or until a shift change occurs. If a shift change occurs, be sure to inform those replacing you of all information regarding the power outage. Those coming into work will replace you, and will need to stay on site in case power is restored and normal operations can resume.
6. When power is restored patrons cannot be allowed back into the gym until you have gone back through all of our normal “opening procedures”. Once all opening procedures have been completed the gym doors can be unlocked and patrons can be allowed in to workout.

Severe Thunderstorms

The National Weather Service considers a thunderstorm severe if it produces a tornado, winds of at least 58 mph (50 knots), and/or hail at least ¾” in diameter. A thunderstorm wind equal to or greater than 40 mph (35 knots) and/or hail at least ½” in diameter is defined as approaching severe. The typical thunderstorm is 15 miles in diameter and lasts an average of 30 minutes. Despite their small size, all thunderstorms are dangerous. Of the estimated 100,000 thunderstorms that occur each year in the US, about 10% are classified as severe.

Severe Thunderstorm Warning

In the event of a Severe Thunderstorm Warning the American Fitness staff will make the following announcement: “Attention patrons, the National Weather Service has issued a Thunderstorm Warning for the New Braunfels area until further notice. Please be advised that a Severe Thunderstorm warning, indicated that inclement and dangerous weather is imminent, including the threat of a tornados. We will continue to monitor the situation and inform you of any changes. Please remain alert and listen for further announcements. Thank you for your attention.”

Standard Procedure

Manager

1. Document the time that the staff indicated that the warning is until. When the time indicated is the announcement transpires, if the staff has not made a follow up announcement indicating that the Severe Thunderstorm Warning is no longer in effect, you will then need to call or visit the staff desk directly to remain informed.
2. At the time that the initial announcement is made, a member of the staff will also place a Severe Thunderstorm WARNING notification sign at the entrance of the gym to further inform patrons.
3. Patrons are allowed to exit the facility at their own discretion but should be advised to remain in the gym until the Warning has expired.
4. When the Warning has expired the staff will make an announcement indicating the facility that the Severe Thunderstorm Warning has expired.

Tornadoes

Tornadoes are nature’s most violent storms. Tornadoes appear as rotating, funnel-shaped clouds that extend from a thunderstorm to the ground with whirling winds that can reach 300 mph. Tornadoes are most likely to occur between 3 p.m. and 9 p.m. but can occur at any time. Tornadoes can strike quickly with little or no warning. Not all tornadoes are clearly visible. In an average year, 800 tornadoes are reported nationwide during the spring and summer months, resulting in 30 deaths and over 1,500 injuries.

In the event of a Tornado Warning:

• All American Fitness programs and activities will be suspended.
• All patrons will be advised to remain in the gym and re-locate to the Aerobics room until the warning has expired. Although we cannot force them to do so, always advise patrons to stay in the facility.
• All gym staff and patrons need to stay away from windows and areas with glass.

Tornado Warning

When the National Weather Service issues a Tornado Warning for the New Braunfels area the gym staff will communicate this to the Manager. This means that very shortly an announcement will be made throughout the gym and our Emergency Procedures and Evacuation process will begin.

The following announcement will be made by the gym staff: “Attention patrons, the National Weather Service has issued a Tornado Warning for the New Braunfels area until further notice. At this time, all activity has been suspended and all gym patrons and guests should proceed to the main lobby area. We will continue operations once the warning has expired. Please listen to gym staff members for instructions and further announcements. We appreciate your cooperation.”

Standard Procedure

Manager

1. Announce that all patrons must exit the weight rooms and proceed toward the lobby area in front of the gym.
2. Instruct Attendant(s) to move throughout sections of the weight room to communicate with patrons that due to the Tornado Warning, that they must cease their workouts immediately, exit the weight room, and proceed to the main lobby area.
3. Ensure that all patrons have been evacuated from the weight room.
4. Report to the front desk to notify the facility staff that all patrons in the weight room have been evacuated, and wait for further instructions.
5. Account for all American Fitness Staff members.
6. Assist with crowd control for the duration of the Tornado Warning. Do not become part of the patron crowd. Staff members need to stay visible at all times to help with crowd control for the duration of the Tornado Warning. Stand/place yourselves in a position in front of the crowd so that you are identifiable, visible, and can communicate effectively with patrons.
7. When the Tornado Warning is over you will return to the weight room, ensure the room and equipment is ready for use, and then allow patrons to re-enter and resume their workouts.

American Fitness Attendant(s)

1. Move throughout sections of the weight room to communicate with patrons that due to the Tornado Warning, that they must cease their workouts immediately, exit the weight room, and proceed to main lobby area.
2. Escort all patrons through the gym and into the safest area of the gym.
3. Report to the front desk to notify the Facility staff that all patrons in the weight room have been evacuated from the weight room and moved to the appropriate area, that the HA is finishing with closing down the weight room, and to wait for further instructions.
4. Assist with crowd control for the duration of the Tornado Warning. Do not become part of the patron crowd. Staff members need to stay visible at all times to help with crowd control for the duration of the Tornado Warning. Stand/place yourselves in a position in front of the crowd so that you are identifiable, visible, and can communicate effectively with patrons.
5. When the Tornado Warning is over you will return to the weight room, ensure the room and equipment is ready for use, and then allow patrons to re-enter and resume their workouts.

Bomb Threat

Bomb Threat Procedures: Any and all bomb threats are regarded seriously by the police department. The three most frequently used methods of delivering a threat are by telephone, via a written message or by leaving a suspicious package/article. Of these, the most common is the telephone threat and is often made by callers who wish to create an environment of disruption and inconvenience. Although most threats made are a hoax, take the caller seriously. Assume the threat is real.

Threats by telephone: Many calls are made directly to the police department; however, in those instances where the call is received by someone else in the American Fitness facility, that person should be familiar with both the “Bomb Threat” form.

Written Threats: Immediately notify the police department (dial 911) and your supervisor; refrain from handling document and envelope. You can protect the document and envelope by placing the items in a protective plastic container. If received in an electronic format, do not destroy or delete the threat. Save the document and provide a printed copy to the responding officer.

Suspicious Packages/Articles: Do not open or shake the item, and otherwise refrain from handling the item. Immediately notify the police department (dial 911) and your supervisor. If possible, secure the area where this item is located, move personnel out of the area, and be prepared to direct the responding officer to the location of the item.

Additional Notification and Evaluation: Upon receipt of a bomb threat, the police department will notify (by telephone) the facility or proctor or other responsible person in that building that a “threat” has been received (and time of alleged detonation, if known). The proctor will be furnished as much information as is known of the substance of the call and the tenor of the threat by police department’s judgement. (This evaluation and notification will normally be made after an interview with the person receiving the call and will be made by the police officer in charge at the scene or in consultation with the on duty supervisor.) The proctor will disseminate this information to appropriate building personnel.

The on duty police supervisor will organize the search. Areas accessible to the public will be searched. The supervisor will request the assistance of the building occupants to search their, work space, since they should be familiar with the area, they should be able to recognize if something is out of place. Again, advise building personnel not to touch anything suspicious and to notify police personnel immediately. Officers dispatched to the scene will assist in building personnel in this search.

Evacuation: The decision to evacuate is made by the department head or other responsible official in the consultation with the police supervisor. If the department head was not informed of the original decision to evacuate, they should be notified as soon as practical. If the decision is made to evacuate the building but insufficient time remains to alert employees before the announced “detonation time”, the supervisor may consider using any appropriate means of notification, including the “fire alarm”. If an evacuation is warranted, police personnel with the assistance of the department head, building proctor or other facility personnel will move building occupants to a safe distance, normally a minimum of 300 feet from the building. Personnel will not be allowed to return to the building until cleared to do so by the police.

If the fire alarm is activated for purpose of quickly vacating the building, the police department will advise the local fire department of the reason for the alarm activation.

The police department has the authority to “order” evacuation if, in their judgement the circumstances warrant, regardless of the wishes of the building proctor or other officials.

If a suspicious device or an explosive is found, it will not be handled or disturbed. The general area around the suspicious item will be cleared of personnel and secured pending the arrival of the police department bomb technicians. Responding officers should be aware of the potential for secondary devices. Officers will not use their radios or cellphones and will evacuate the area near the device.

If the x-ray probe reveals a suspicious device and it can be relocated, the device will be moved to an area designated by the facility and rendered safe by the bomb technicians. If the device cannot be moved, it will be rendered safe in place. After the suspicious item is neutralized or removed, the supervisor will coordinate the collection of evidence with the on scene officers, bomb technicians and the police department criminal investigative unit. The local police department will remain in charge unless circumstances warrant release to State or Federal authorities.

Clearly, response to an active shooter is one of the most dynamic situations that anyone will ever face. Prior to arrival of police personnel, how you respond to an active shooter will be dictated by the specific circumstances of the encounter, keeping in mind there could be more than one shooter involved in the same situation. If you find yourself in an active shooter situation, try to remain as calm as possible and use these suggested actions to help you plan a strategy for survival. Keep in mind, the entire area is still a crime scene.

Active Shooter Protocol

• Normal operations should continue until you feel it is unsafe to do so
• Try to remove as many people as possible and brought to safety
• Let members know to remain quiet until safety is reached

Things to Always Remember

• Make sure you have an escape route in mind
• Do not attempt to carry anything in your hands while fleeing; move quickly
• Keep your hands visible and follow instructions given by any police officers you may encounter
• If you know where the shooter is located, tell the officers
• Do not drive off from the gym until told it is safe to do so by police
• Do not try to move any injured people; leave them where they are and notify authorities of their location as soon as possible

Active Shooter Outside Building

• Go to a room that can be locked or barricaded by using available material
• Close the window blinds, turn off the lights and get everyone down on the floor so that no one is visible from outside the room
• Spread out and seek concealment behind walls, equipment, etc.
• Have someone call 911 from any cellphone. Be aware that the 911 system will most likely be overwhelmed. When you reach the dispatcher, describe the situation and give your name and location; remain in place until police give an “All Clear”
• Unfamiliar voices may be the shooter attempting to lure victims from their safe space; do not respond to any voice commands until you can verify with certainty that they are being issued by a police officer

Active Shooter Outside Building

• If possible, secure the room you are in by either locking or barricading the door using available material and follow the same procedures described previously
• If you cannot secure the room, determine if there is a nearby location that you are able to reach safely and then secure or if you can safely exit the building

Active Shooter Inside Room

• If the active shooter enters your room, there are no set procedures. The decision to flee or seek shelter inside the room can only be made by you and is dependent upon the circumstances
• Try to remain calm – it will aid you in decision making
• Call 911 if possible, and alert police to the shooter’s location.
• If you can’t speak, leave the line open so the dispatcher can hear what is taking place. Usually the location of a caller can be determined without speaking
• If there is absolutely no opportunity of escape or concealment and the shooter is not actively firing on victims, it might be possible to negotiate with the shooter
• If the shooter has fired on victims and you are faced with a life or death situation; only you can consider your next course of action
• After all other options are exhausted, you may be faced with the decision to overpower the shooter with force by whatever means necessary

Active Shooter Leaves Room

• If the shooter leaves the area and the environment appears safe, proceed immediately to a safer place
• Do not touch anything that was around the shooter because of the possibility of explosives being left and the destruction of crucial evidence

What You Should Expect

• Responding police officers are trained to proceed immediately to the area where the shots were last heard; their purpose is to stop the shooting as quickly as possible
• The first officers to arrive will not stop to aid injured victims; rescue teams composed of additional officers will follow the first team into secured areas and remove injured persons
• The first officers on the scene will likely be from the New Braunfels police department. Depending on the situation, they may be joined by officers from different agencies and dressed in different uniforms. They may even be some officers in civilian clothes wearing an external bulletproof vest. Some officers may be dressed in Kevlar helmets and other tactical equipment. They may be armed with rifles, shotguns, or handguns. Do as the officers tell you and do not be afraid of them.

1. Greet each customer with a warm smile and a friendly voice
2. Every customer encounter is important
3. Consider customer problems your own-empathize.
4. Be sensitive to the customer’s personality and/or background
5. Be prompt and attend to business
6. Explain your actions
7. Be informed about the whole organization
8. Anticipate situations and questions
9. Display a positive and professional attitude
10. Use good judgment and common sense
11. Refer difficult matters to a higher authority

Entrance Policies:

• Patrons are required to wipe down strength training equipment, pads/upholstery, and cardiovascular machines after use.
• Closed toe athletic shoes are required to workout. Sperry type shoes, loafers, slip-ons, slides, sandals, boots or other hard-soled shoes are not allowed. Shoes must be worn at ALL times.
• Appropriate athletic attire must be worn to workout.
• Backpacks, gym bags, purses, helmets, rackets, skateboards, long boards, etc. are allowed in the Weight & Fitness Room as long as they do not cause a hazard/incontinence to other members.
• Persons under the age of 12 years in the Fitness Center. A parent or guardian must accompany dependents from the ages of 12 to 17 and must always be right with them (in very close proximity to them) while they are Fitness Room.

Other Policies

• Patrons should use extreme caution when lifting weights to Avoid potential injury to themselves or others.
• Backpacks, gym bags, purses, helmets, rackets, skateboards, long boards, etc. are allowed in the Weight & Fitness Room as long as they do not cause a hazard/incontinence to other members.
• Patrons are not allowed to use their personal items to occupy/claim any equipment.
• Dumbbells, weight plates, and other equipment cannot be dropped to the floor. Strength & Conditioning staff members have the right to determine what is considered “dropping”.
• All free weight equipment must be kept in the free weight area. All dumbbells must be kept in the dumbbell area.
• Ground-based Olympic style lifting (i.e. power clean, snatch, and derivatives) and deadlift can only be done on the designated platform.
• Weights and bars of any kind cannot be leaned against the wall, pillars, equipment, or mirrors.
• Collars must be used on all bars when loaded with weight plates regardless of the total weight amount loaded onto the bar.
• To avoid congestion and waiting lines, patrons should allow others to “work in” between sets while using strength training equipment.
• All equipment must be returned to its proper location after use. All weight plates, dumbbells, handles, etc. must be re­ racked in their appropriate location by patrons after they complete the exercise they are performing.
• Profanity, yelling, excessively loud or suggestive language will not be tolerated.
• No audible or amplified music through personal devices is allowed in weight and fitness room.
• American Fitness staff members have the authority to request that any patron who violates any of our facility policies, including but not limited to, those documented above, leave the facility if the staff member deems it is necessary. This may also result in flagging of the patron’s account and consequently the patron being banned from utilizing our facility for a period of time to be determined based on the severity of the infraction.

Incident Reprorting Form 2023

Emergency Action Plan Review