Item 4H
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
April 10, 2018
To: Shana K. Yelverton, City Manager
From: Chris Tribble, Director of Community Services
Subject: Repeal the General Operating Policies of Tennis Courts
Action
Requested: City Council consideration to repeal the existing General Operating
Policies of Tennis Courts
Background
Information: The existing General Operating Policies of Tennis Courts was
originally approved by the City Council on April 16, 2002, and
revised March 2, 2010.
Renewal of the Tennis Center Management Agreement between
the City and Roxy Tennis LLC is on the agenda for City Council
consideration April 17, 2018. Timing of the management agreement
coincides with completion of the new Southlake Tennis Center
facility. With the new management agreement pending and the new
tennis facility soon to be operational, it is appropriate to review
current standard operating procedures for the use and
management of the tennis facility, and make revisions and/or
initiate new operating procedures.
Staff and Roxy Tennis LLC have collectively developed and
recommend a new Southlake Tennis Center Standard Operating
Procedures (SOP) in lieu of the current General Operating Policies
of Tennis Courts.
The scope of the SOP includes schedule of operations,
reservations, league scheduling, after hours court usage and
reporting. The SOP ensures the most appropriate and operationally
sustainable use and management of the City’s tennis amenities.
Department SOPs are approved by administrative action, and do
not require City Council approval; however, a copy is provided for
informational use and any feedback you may have.
4H - 1
Shana Yelverton, City Manager
Meeting Date – April 17, 2018
Page 2 of 2
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
In summary, the City Council is being asked to repeal the
previously approved policy document. Following Council’s action,
staff will implement the new SOP.
Financial
Considerations: N/A
Strategic Link: This item is linked to the City’s Strategy Map related the focus
areas of Performance Management & Service Delivery and meets
the corporate objectives to Provide high quality services through
sustainable business practices, and to Enhance service delivery
through continual process improvement.
Citizen Input/
Board Review: Discussions and feedback provided by Stephen and Mia Poorman
with Roxy Tennis LLC and City staff over the last several months
Park and Recreation Board presentation and feedback April 9,
2018
City Council consideration April 17, 2018
Administrative Approval April 18, 2018
Legal Review: N/A
Alternatives: N/A
Supporting
Documents: Southlake Tennis Center Standard Operating Procedures
Recommendation: Staff recommends that the City Council repeal the existing General
Operating Policies of Tennis Courts.
4H - 2
Version 3.0 Revision Date: March 2018
STANDARD OPERATING PROCEDURE (SOP)
SOUTHLAKE TENNIS CENTER NUMBER STC-001
SUBJECT: GENERAL PROCEDURES PAGE 1 of 6
PREPARED BY: KATE MEACHAM EFFECTIVE DATE 4/18/18
APPLICABILITY:
The procedures shall be followed by the CONTRACTOR and its employees and sub-
contractors, patrons, and spectators utilizing the Southlake Tennis Center.
PURPOSE:
To establish procedures to govern the operations of the Southlake Tennis Center which
includes the facility building, 17 tennis courts, two (2) enclosed courts, and the two (2)
open courts located in the northeast section of Bicentennial Park, adjacent to the water
tower.
DEFINITIONS:
FACILITY – Southlake Tennis Center located at 450 West Southlake Boulevard,
Southlake, TX
BICENTENNIAL PARK COURTS - Two (2) open courts located in the northeast section
of Bicentennial Park, adjacent to the water tower.
PROCEDURE:
Bicentennial Park Courts
Schedule of Operations:
The two courts shall be made available per the following schedule:
1. Monday through Friday, 9:00 am to 1:00 pm - the courts shall be made available
to the CONTRACTOR for exclusive use. On occasion, CITY may make these
courts available to CONTRACTOR for tournaments or special events.
2. During the hours specified in (1) above, if the courts are not being used by the
CONTRACTOR, and at all other times, these two courts are available to the
general public at no charge on a first come, first served basis. No reservations
will be taken or accepted.
3. The CITY shall post signage that outlines the use of these courts, including a
maximum time of use when players are waiting.
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Version 3.0 Revision Date: March 2018
STANDARD OPERATING PROCEDURE (SOP)
SOUTHLAKE TENNIS CENTER NUMBER STC-001
SUBJECT: GENERAL PROCEDURES PAGE 2 of 6
PREPARED BY: KATE MEACHAM EFFECTIVE DATE 4/18/18
4. Court lights shall be turned off by 10:30 pm each night.
Facility Usage Fees:
1. No fees shall be assessed to the general public for using these courts for open
play during the times not specified for use by CONTRACTOR.
2. All persons shall be prohibited from using these courts to conduct fee based
lessons, drills, camps, etc. unless they are associated with CONTRACTOR.
3. The CITY will make a good faith effort to police the courts for unauthorized use.
The CONTRACTOR will make the CITY aware of issues as they are presented.
Facility
Schedule of Operations:
The Southlake Tennis Center shall be operational seven (7) days a week, except during
inclement weather and the following holidays: New Year’s Day, Easter, Thanksgiving
Day, Christmas Eve, Christmas Day, and New Year’s Eve. All other closures must be
mutually agreed upon between the CONTRACTOR and CITY.
1. CONTRACTOR will maintain hours of operation as approved in writing by the
CITY.
2. CONTRACTOR shall not stay open past 10:00 pm on any day. CONTRACTOR
will be permitted to close or partially close the facility for inclement weather (on-
going rain or snow, temperatures below 40 F or approaching severe weather)
with appropriate notice given to the CITY. The CITY reserves the right to
approve the closing of the facility at all other times deemed necessary.
3. Court lights shall be turned off no later than 10:30 pm each night. The
CONTRACTOR is responsible for the judicious use of the court lights, insuring
that they are not unnecessarily used.
4. CONTRACTOR will maintain guaranteed hours of operation for enclosed courts
for public use outside of programming hours during the school year of 4:30 –
7:00p and during summer of 9:00a – 12:00p and 6:00 – 7:00p. During program
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Version 3.0 Revision Date: March 2018
STANDARD OPERATING PROCEDURE (SOP)
SOUTHLAKE TENNIS CENTER NUMBER STC-001
SUBJECT: GENERAL PROCEDURES PAGE 3 of 6
PREPARED BY: KATE MEACHAM EFFECTIVE DATE 4/18/18
hours individuals may be placed on a waitlist and notified if a court becomes
available. A disclaimer will be presented to all individuals booking the enclosed
courts at time of purchase regarding preference to programs during those hours.
Facility Usage Fees:
1. If established, annual memberships shall be set by the CITY in the City Fee
Schedule. Membership categories may include Family, Senior, Adult, and Youth
along with resident and non-resident categories.
2. All fees will be set in the City Fee Schedule with the exception of food, beverage,
and merchandise and will be set by the CONTRACTOR. All fees set by the
CONTRACTOR shall be competitive to fees charged at other public tennis
facilities in the region.
3. A session for all play shall consist of a reservation for up to two (2) hours. The
full amount is charged regardless of the amount of time played. Court fees will
be refunded if weather prohibits play for less than one (1) hour.
4. A refund of court fees will be given if the court is deemed unplayable within an
hour of play due to weather. If more than one (1) hour has been used, the court
fee is not refunded.
Reservations:
1. A minimum number of tennis courts will be available for reservations or walk-in
open play at all times, except during league play, junior development classes, or
sanctioned tournaments, as stipulated in the management agreement between
the CITY and the CONTRACTOR.
2. No more than five (5) tournaments per year that utilize the entire facility for the
duration of the event may be scheduled at the Tennis Center. No more than two
(2) tournaments may be scheduled in any one (1) month, regardless of size.
3. The CONTRACTOR shall be responsible for scheduling and assigning courts for
activities and events.
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Version 3.0 Revision Date: March 2018
STANDARD OPERATING PROCEDURE (SOP)
SOUTHLAKE TENNIS CENTER NUMBER STC-001
SUBJECT: GENERAL PROCEDURES PAGE 4 of 6
PREPARED BY: KATE MEACHAM EFFECTIVE DATE 4/18/18
4. Each individual may reserve one (1) open play court session per week. This
does not apply to leagues, tournaments, or lessons.
5. Court reservations shall be available by phone on a first come, first served basis.
a. Residents may book courts up to 7 days in advance. Only one (1) court
can be booked per reservation.
b. Non-Residents may book courts up to 48 hours in advance. Only one (1)
court can be booked per reservation.
c. In both cases, a second session may not be scheduled until the first
session within that week has been completed.
6. Players must wait until no more than 10 minutes prior to their court time to start
play on the court if the court is vacant.
7. Players who start more than 15 minutes prior to their court time or stay more than
15 minutes after their start time will be assessed an additional court fee.
8. Players with league reservations may start their warm up no more than 30
minutes prior to the start of their matches, provided courts are available. The
Tennis Center does not guarantee that courts will be available for warm up prior
to league matches.
9. Players who cancel their court reservation within 24 hours of play will be
assessed a court fee, unless the cancellation is the result of unplayable
conditions.
10. The courts may be in full use at any given time, provided the minimum numbers
of courts stipulated in the management agreement are available for open play.
League Scheduling
The CONTRACTOR has the responsibility to decide which team leagues can be hosted
at the facility and which leagues will be supported by the facility. Consideration will be
given to the required number of courts available for reservations, and other tennis
programming, such as lessons, camps, etc.
1. Team captains must reserve a team slot every season prior to being approved
for league play.
4H - 6
Version 3.0 Revision Date: March 2018
STANDARD OPERATING PROCEDURE (SOP)
SOUTHLAKE TENNIS CENTER NUMBER STC-001
SUBJECT: GENERAL PROCEDURES PAGE 5 of 6
PREPARED BY: KATE MEACHAM EFFECTIVE DATE 4/18/18
2. Teams are given slots provided they meet the following criteria:
a. The team captain requests a team slot by the deadline established for
each league season. The deadline will be posted in the Tennis Center,
online, and by email.
b. The team played in the previous season of that league.
c. 50% of the team is made up of returning members.
3. Team captains are required to submit a copy of the team roster no later than the
final date to register their team with the league. The roster will contain the name,
address, phone number, and email of each player.
4. A new roster must be submitted every season prior to the start of league play.
5. When there is a team waiting list, teams are required to consist of no less than
50% Southlake residents to play for that season.
a. The team must remain at 50% for the entire season unless the captain
can establish an exception, such as a season ending injury or move.
b. Southlake residents must play in at least two matches per season to meet
the residency requirement.
c. A resident is defined as an individual who resides in the City of Southlake.
Individuals must show proof of residency through a valid Texas Driver’s
License or Texas Identification Card, current utility bill, or another
acceptable form of identification as deemed by the City of Southlake.
6. Team league fees for the entire season are due no later than the first match day
of the season, regardless of when the team has their first home match. Team
league fees that are paid more than one (1) week after the season has started
will incur a late fee of $25.00.
7. An individual team may have no more than two slots per season while teams are
on a waiting list. A team is considered the same team if more than 50% of the
players are the same, regardless of the team captain.
8. League court fees are not refundable due to weather or cancellation. Every effort
will be made to find courts for make-up matches.
4H - 7
Version 3.0 Revision Date: March 2018
STANDARD OPERATING PROCEDURE (SOP)
SOUTHLAKE TENNIS CENTER NUMBER STC-001
SUBJECT: GENERAL PROCEDURES PAGE 6 of 6
PREPARED BY: KATE MEACHAM EFFECTIVE DATE 4/18/18
9. Once a match has been rescheduled, the reservation cannot be cancelled
without additional court fees being assessed, since the courts have been blocked
out and other teams may have wanted the courts at that time. Rescheduled
matches that are rained out will be rescheduled again without charge.
After Hours Free Play Courts
Courts 16 - 18 have been double gated to allow players to use these courts during the
hours the facility is closed.
1. The CONTRACTOR will switch the lock on the gate no later than 15 minutes
after the established closing time.
2. The CONTRACTOR reserves the right not to open the gate for after-hours free
play when a major tournament or event, which will be using these courts, is
scheduled to start at 8:00 am the following morning. The specific dates will be
given to the CITY and notifications shall be posted at least one week prior.
3. The CONTRACTOR reserves the right not to open the gates when inclement
weather has closed the facility.
Reports
1. The CITY reserves the right to ask for a review of the CONTRACTOR
management information, including activities, participation levels, finances, and
policy recommendations as determined by the management agreement.
2. The CONTRACTOR shall keep the CITY staff fully informed of all pertinent
CONTRACTOR management activities and operations.
3. Additional reports may be required with adequate notice.
Approved: ______________________________________ Date: ___________
Director Name, Title
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