Item 4FM E M O R A N D U M
January 4, 2010
TO: Shana Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
Approve the Policy Ordinance Review Committee revisions to
SUBJECT:
the Community Services Recreation Program Registration
Policy
Action Requested:
City Council approval of the Policy Ordinance Review
Committee (P.O.R.C.) revisions to the Community Services
DepartmentRecreation Program Registration Policy
Background
Information:
The current Recreation Program Registration Policy was
adopted by the City on December 9, 1996.
On November 9, 2004, city council appointed a Policies and
Ordinance Review Committee (P.O.R.C.) to review policies
and ordinances that influence the operations of the
Community Services Department. The committee consisted
of Council members Carolyn Morris, Greg Jones and Virginia
Muzyka; then Park Board members Katrina Peebles, Mike
Mills and Cara White; Senior Advisory Commission
members Bill Kyle and Cleta Pierce; SYAC representative
Chelsea Payne and city staff members Steve Polasek and
Steve Moore.
P.O.R.C. reviewed the Community Services Department
Recreation Program Registration Policy and made the
following revisions:
- Registration method (mail-in, drop box, walk-in, online)
- Payment method (cash, check, credit card)
- Deposit requirements for Summer Camp and Teen Scene
programs
- Minor grammar and housekeeping changes to reflect
Department’s practices
The proposed revision has been reviewed and approved by
the City Attorney.
The Parks Board recommended approval (9-0) of the
P.O.R.C. recommendations to the Recreation Program
Registration Policy at their January 11, 2010 meeting.
4F -
1
Shana Yelverton, City Manager
Meeting Date – January 19, 2010
Page 2 of 2
Financial
Considerations:
N/A
Strategic Link:
This item is linked to the City’s Strategy Map related to the
focus area of Performance Management and Service
Deliveryand meets the corporate objective to Provide High
Quality Customer Service.
Citizen Input/
Board Review:
The Policy and Ordinance Review Committee reviewed and
forwarded revisions to the City Attorney for approval.
Parks Board approved (9-0) the recommendations to the
Recreation Program Registration Policy at their January 11,
2010 meeting.
Legal Review:
City attorney reviewed and recommended changes. All
changes were implemented.
Alternatives:
Alternatives include:
City Council approval as presented
City Council approval with input as desired
City Council decision not to approve
Supporting
Documents:
Copy of revised Recreation Program Registration Policy
Staff
Recommendation:
City Council approval of the P.O.R.C revisions to the
Recreation Program Registration Policy.
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2
Community Services Department
Policies and Procedures Manual
Procedure: Program Registration
Source: Parks and Recreation Board
Category: Administrative
Statement of Purpose
In order to provide a more equitable, efficient and error free registration process, the
following procedures will apply to all department programs.
Procedure
Registrations are taken on a first come, first serve basis. No phone reservations will be
accepted.
No registration will be accepted for classes listed in the Southlake Scene until it is
released to all households.
All registration forms must be completed and accompanied by payment in order to be
placed on a roster. No registration forms will be accepted or processed without payment.
Mail in Registration – Must include registration form(s), payment and other requested
documentation. If registration form is received after advertised deadline date a fee will be
assessed to payment. Participant will be notified by the Community Services Department
and given twenty-four hours to pay balance.
Drop Box RegistrationMust include registration form(s), payment and other requested
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documentation. If registration form is received after advertised deadline date a fee will be
assessed to payment. Participant will be notified by the Community Services Department
and given twenty-four hours to pay balance.
Walk-in Registration – Registration will be accepted at the Community Center during
regular office hours.
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Internet RegistrationOnline registration for select recreation programs is now
permitted by visiting the designated website address. Individuals may view,
register and pay for select programs 24 hours a day, 7 days a week.
Payments - Payment is required at time of registration. Payments will be accepted
in the form of cash, checks made payable to the City of Southlake as well as
MasterCard, Visa and American Express.
Community Services – Registration Procedure Page 1 of 2
1/5/2010
If a class has reached its maximum attendance, a waiting list will be created.
If a registered participant cancels, the first person on the waiting list will be notified and
given a twenty-four hour limit to come in and register. If they do not register, the second
person on the waiting list will be called. This process will continue until the open space is
filled.
Deposits on Programs
The City of Southlake Community Services Department is offering a deposit plan for
Summer Camp Mania and Teen Scene in order to reserve a place in upcoming camps.
Guidelines for the deposit plan is as follows:
1.)A $25.00 non-refundable/non-transferable deposit will be accepted to reserve space
for upcoming camp dates.
2.)The remaining balance of the final payment is due by 4:00 pm the Thursday prior to
attending camp.
3.)Final payment must be received prior to the start of camp. If payment is not received
the participant will lose their place.
Approval Date: September 13, 1993 Approved by: Parks and Recreation Board
1. Amendment Date December 9, 1996 Approved by: Parks and Recreation Board
2. Amendment Date
Approved by:
Community Services – Registration Procedure Page 2 of 2
1/5/2010