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Item 10A City of Southlake, Texas MEMORANDUM April 11, 2002 TO: Billy Campbell, City Manager FROM: Kevin Hugman, Director of Community Services SUBJECT: Approval of revisions to General Operating Policies and Scheduling of City Tennis Courts. Action Requested: City Council consideration and approval of the proposed revisions to the General Operating Policies and Scheduling of City Tennis Courts, including the Southlake Tennis Center. Background Information: The Tennis Center Management Agreement between the City and Stephen and Mia Poorman, approved by City Council at their March 19, 2002 meeting, requires some changes to the Southlake Tennis Center operating policies in order to be consistent. In addition, the allowed use by the Contractor of the Bicentennial Park open courts on the "hill," requires that the policy address this use. The significant changes to the policy include: • Address allowed use by Contractor of two Bicentennial Park open courts for exclusive use during the hours of Monday through Friday, 8:00 a.m. to 12:00 p.m. • Prohibits use of courts on the hill by other tennis professionals conducting fee-based lessons, drills, camps, etc. • Deletes specific hours of operation of Southlake Tennis Center, providing that hours will be as approved in writing by the Director of Community Services (as in approved Management Agreement). • Allows Southlake Tennis Center Manager to close courts for inclement weather with appropriate notice to Director of Community Services (as in approved Management Agreement). • Deletes specific policies regarding the scheduling of league teams, giving this responsibility to the Southlake Tennis Center Manager. Financial Considerations: Not applicable. Citizen Input/ Board Review: The Park Board recommended approval (4-2) of the proposed revisions to the General Operating Policies and Scheduling of City Tennis Courts at their April 8, 2002 meeting. The Parks and Recreation Board recommended approval (5-1) of the Management Agreement at their March 11 meeting, which allowed exclusive � C, \ • Billy Campbell, City Manager April 11, 2002 Page 2 (by use of the two courts by the Contractor for the specified time period. The City Council also approved (5-1) the Management Agreement at their March 19 meeting. Legal Review: The City Attorney will review the policy revisions. Alternatives: Input as desired by the Council. Supporting Documents: Supporting documents include the following: ■ Revised General Operating Policies and Scheduling of City Tennis Courts, with additions and deletions noted. Staff Recommendation: City Council consideration and approval of proposed revisions to policy. (thoe Community Services Department Policies and Procedures Manual Section: Tennis, Deleted:Southlake Deleted:Center Policy: General Operating Policies and Scheduling_of City Tennis Courts Approved by City Council: Deleted:July 20, 1999 Effective Date: [Deleted:July 21, 1999 Purpose: To establish procedures and policies to govern the operations of the Southlake Tennis Center to include the pro-shop building and thirteen Tennis Center..courts,.and__the._two --[Deleted:t (2) open courts located in..._the northeast section of_._Bicentennial....-Park, adjacent.._to_.._the Community Center. Scope: The policies and procedures shall be followed by all contract employees, regular City employees, patrons, and spectators using these facilities. BICENTENNIAL PARK OPEN COURTS: Schedule of Operations: The two courts located in the northeast section of Bicentennial Park, adjacent to the Community_ Center, shall be made available per the following schedule: (1) Monday through Friday, 8:00 a.m. to 12:00 p.m. - Courts shall be ........ Formatted:tted:Bullets and Numbering available to Southlake Tennis Center Manager for exclusive use. On occasion, CITY may make these courts available to CONTRACTOR for Formatted:Bullets and Numbering tournaments or other special events. Deleted:A Inserted:A (2) During the hours specified in (1) above, if not used by the Southlake Tennis- Center.Mana er, and gt ll other times, these two courts shall be available to ( Deleted:A:\TetntisPoseies02dra8l.doc the general public at no charge on a first come, first served basis. No Recreation\REFERENC\MANUAL\POL reservations will be taken or accepted. ICIES\TennisPolicies99.doc¶ Formatted:Page Number Deleted:July 15,1999 Actlye City Council._Aaenda'Commiiiirtv Services'IOA-'lerinisPolicies02draf 2.doc.._-_ C • (3) LIGHTS _Court lights shall be turned out by1030.,p_m_each night_ (Formatted:Bullets and Numbering (ine Facility Usage Fees: (1) There shall be no fees assessed to the general public using these courts for- {Formatted:Bullets and Numbering open play during the times not specified for use by the Southlake Tennis Center. (2) Tennis professionals not associated with the Southlake Tennis Center shall (Formatted:Bullets and Numbering be prohibited from using these courts to conduct fee-based lessons, drills, camps, etc. SOUTHLKAKE TENNIS CENTER OPERATIONS: Responsibility: It shall be the responsibility of the contracted Tennis Center Manager, who in turn works under the general direction of the Director of Community Services, to ensure the efficient operation of the Southlake Tennis Center and the provision of outstanding service to all patrons. Schedule of Operations: The Southlake Tennis Center shall be operational seven (7) days per week except during inclement weather and three (3) holidays (Thanksgiving Day, Christmas Day, and New Year's Day). (111ire 1. HOURS - The Tennis Center will maintain Tours of operatio> __as - {Deleted:the following minimum approved.._in_writing b�the._Director of Communty_Seryices.- Deleted:: Deleted:March 1- October 31 .8:00 a.m.to 10:00 p.m.1 November 1- February 28 The Tennis Center shall not stay open past 10:00 p.m. on any day. The (29) 9:00 a.m.to 8:00 p.m. Tennis Center Manager will be permitted to close or partially close the tennis center for inclement weather (on-going rain or snow, temperatures below 40 F. or approaching severe weather such as tornadoes) with Deleted: other than the minimum ppri riiate notice Given to City in a form determined by the Director of hours of operation listed above Community Services. The Director of Community Services reserves the Deleted:The Tennis Center shall not right to approve the closing of the facility at all other times,. , be closed,other than approved holidays, without the prior approval of the Director of Community Services. 2. LIGHTS - Court lights shall be turned out by 10:30 p.m. each night. • Deleted:A:\Te,n,isPoliciesozdraftl.doe In addition, the Tennis Center Manager will be responsible for ensuring N:\Parks that unused courts are not lighted unnecessarily. 1C!ES\Ten\REFERENCUvocil POl g y ICIES\Te,misPolicies99.doc¶ {Formatted:Page Number Facility Usage Fees: - {Deleted:July 15,1999 .�_Active Litr Council_11>?enda`•.Commmlu Servicesy10A-TennisPolicies02drafi doc . C �- The following activities shall have usage fees and such fees will be reviewed and (10 approved by the City Council annually: 1. Annual membership fees - Ifestablished, nnual memberships shall be [Deleted:A available at rates as set by the City Fee Schedule. Membership categories may include family, individual, and youth, resident and non- resident rates. * Family memberships shall include members of the immediate family only, i.e., mother, father, daughter(s), son(s), living at the principal family abode or other dependents who are domiciled in the principal family abode not less than nine (9) months per year. The burden of proof for establishing residency shall be the responsibility of the family head. 2. Hourly court usage fees - Hourly court usage fees,Shall be as set by the Deleted:for patrons not possessing an City Fee Schedule. Hourly court usage fees will be assessed on all court annual membership usage including but not limited to group and individual lessons, drills, open play, and tournaments. 3. League court usage fees - Court usage fees for regularly scheduled, organized team competition, will be as set in the City Fee Schedule. 4. Fees other than court usage fees, charged for lessons, leagues, drills, camps, and tournaments, etc., will be established by the Tennis Center Manager and will be competitive with fees charged at other tennis Loy centers in the region. 5. Prices charged for food, beverages, and merchandise will be established by the Tennis Center Manager. 6. Meeting room rental fees shall be in accordance with existing meeting room rental fees for like facilities and as set in the City Fee Schedule. (Deleted:q Reservations: 1. A minimum number of tennis courts will be available for reservations or walk-on open play at all times, except during league sanctioned tournaments, as stipulated in the management agreement between the Deleted:A:\TennisPolicies02draftl.doc Cityand the Contractor. This requirement maybe increased or Recreation & q Recreation\REFERENCUvfANUAL\POL decreased as specified in the management agreement between the City 1CIES\TennisPolicies99.doc¶ and Contractor. ,[Formatted:Page Number Deleted:July 15,1999 Active City Cgproc:il__Aunda\Conimunitv_Services\l0A-'I:ennisPoliciesO7dr ttt?._doc...__-_ L 2. No more than nine (9) tournaments per year may be scheduled at the Tennis Center, a maximum of four (4) of which may be league sanctioned tournaments utilizing the entire tennis center complex. No more than two (2) tournaments may be scheduled in any one month. 3. The Tennis Center Manager or his designee shall be responsible for scheduling and assigning all courts. 4. The number of sessions permitted for reservations,or....when patrons are waiting to use the courts is one (1) session. A.._session for open.play shall be_....generally.._considered..._to._.be one and one-half (1 t/z) hours,..._._and.__for league__play to be two a) hours.__.__..The number of sessions permitted shall not apply to organized tournaments, leagues, or lessons. 5. Court reservations shall be available by phone on a first come, first served basis, a maximum of seven (7) days in advance for Southlake residents. Court reservations for non-residents shall be available by phone on a first come, first served basis, a minimum of twenty-four hours and a maximum of two (2) days in advance. Only one session may be reserved on one court. Second sessions may not be reserved until the first session is completed. Each person on one court is considered to have had one session of play. 6. Patrons with reservations may commence play on their assigned court, Deleted:a vacant court prior to the start of their paid session at no charge provided the assigned court is vacant and the time before the start of his/her reservation does not exceed ,15 minutes. If time exceeds , 15 minutes, patrons shall be [Deleted:30 assessed the cost of one session (90 minutes). (Deleted:30 7. Deleted:Patrons with reservations who 8. Patrons without reservations shall bepermitted to playon vacant tennis desire to continue playing beyond the expiration of their paid session shall be courts provided: 1) they shall pay one full session fee; and (2) they shall permitted to do so provided: 1)the court vacate the court immediatelyprior to the beginning of a reserved session. they are occupying is vacant;and 2)they g g shall pay the full session court fee if they Time available shall not be a factor in either of the above provisions. occupy the court more than 30 minutes.t 9. Cancellation of a reservation will result if the patron fails to report to the pro-shop before ten (10) minutes of the patron's reservation has elapsed. Should a patron lose a reservation because of elapsed time, that reservation will be assigned to patrons without reservations on a first Deleted:10.. come, first served basis. (Formatted:Bullets and Numbering Deleted:A:\TennisPolicies02draftl.doc atrons should inform the Tennis Center staff as soon aspossible when a- Recreation & 10. ,Patrons Recreation UtEFERENC\MANUAL\POL court reservation can not be kept. Excessive unused reservations may result ICIES\TennisPolicies99.doc¶ in a patron being denied phone reservation privileges. .(Formatted:Page Number Deleted:July 15,1999 Active_City Council.A enda'Cornrnunitti Services`.IOA-I'ermisPolicies02dratt? doe . C \cDc,- („ 11.Courts may bein frill use at any..given time,_provided the minimum number------[Formatted:Bullets and Numbering of courts stipulated in the Management_-Agreement were available_for walk- on or reserved open play. LEAGUE SCHEDULING: 1. Teams desiring to use the Southlake Tennis Center for regularly scheduled league play will be accommodated on a first come, first served basis. 2. The Tennis Center Manager will establish the number of teams allowed to be scheduled for league play at the Southlake Tennis Center,with consideration being given to the required minimum number of courts to be reserved for non- league open play, and other tennis programming,such as lessons, camps, etc. Deleted:<#>lnitial team sign-ups will REPORTS• be done on a specified date prior to the • beginning of the season. Teams must present a complete roster at time of sign- up,verifying that at least 50%of the team Periodically, but not less than once a month, the Tennis Center Manager shall members are residents of Southlake. meet with City staff and review the Tennis Center management, promotional There will be no waiting lists established, and an authorized representative of each activities, programs, finances, participation levels, and policy recommendations. team must be present at time of sign up. The Tennis Center Manager shall keep City staff fully informed of all pertinent A refundable deposit is due at time of sigr up.¶ Tennis Center management activities and operations. <#>After the initial season,priority will be given to those teams meeting the Additional reports will be required as stated in the contract between the City and residency requirement who have played the Tennis Center Manager. the previous season at the Southlake $ Tennis Center.¶ <#>If there are remaining available times for team scheduling,the Tennis Center Manager may accommodate non- resident teams on a first come,first served basis 10 days after the initial sign up date. Non-resident teams may be displaced in subsequent seasons by resident teams.9 Deleted:A:\TemnisPolicies02draftl.doc N:\Parks& Recreation\REFERENC MANUAL\POL I C I E S\Tenn i s P o l i t i e s 99.doc¶ ,(Formatted:Page Number Deleted:July 15,1999 1\ctive(_ity Countll...ACenda`.C''onmlurlity Scr�ices`,10,1=1 ennisPe�licies�2draft?,_dot..__...._ C C") P�-�1