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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. 4F - 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 - 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. - 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