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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. 4H - 3 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 4H - 4 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. 4H - 5 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 4H - 8