Item 4GM 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
Refund Policy
Action Requested:
City Council approval of the Policy Ordinance Review
Committee (P.O.R.C.) revisions to the Community Services
Refund Policy
Background
Information:
The current Refund 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
Refund Policy and made the following revisions:
- $5 administrative fee for processing refund
- No refunds issued after 2nd class or game
- Must withdraw or request transfer 48 hours in advance of
class start date
- 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 Refund Policy at their
January 11, 2010 meeting.
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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 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 recommended approval (9-0) of the
recommendations to the Refund 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 Refund Policy
Staff
Recommendation:
City Council approval of the P.O.R.C revisions to the Refund
Policy.
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2
Community Services Department
Policies and Procedures Manual
Policy: Refund Policy
Source: Parks and Recreation Board
Category: Administrative
Statement of Purpose
To provide clear refund guidelines and procedures for issuing refunds.
Procedure
All participants will be provided a copy of this policy at the time of their providing payment.
The Community Services Department will handle refunds as follows for all fees collected.
1. A full refund will be given if the class is cancelled by the Community Services
department for any reason.
2.All other refunds will be processed upon request minus a $5 administration fee. No
refunds will be issued after the second class date or game.
3.No refunds, transfers, or credits will be issued after class or program has concluded. No
refunds, transfers or credits will be issued for team fees if placed on a schedule prior to
requesting refund. (Athletics Only)
4.Withdrawal from any one-day course must occur within two (2) business days of the
class start date to receive a refund.
5.The Southlake Community Services Department reserves the right to grant exception to
the stated guidelines in situations including but not limited to injury, illness, or death in
the family. Homesickness, change of parents plans or vacations are not sufficient
grounds for refunds.
6.Approved refunds will be processed within three weeks and paid by check.
7.A refund request form must be received in writing by person, e-mail, or fax.
8.Supply fees will not be refunded for supplies received and kept by the participant.
9. Pavilions, room and facility rentals will be refunded in full if reservations are cancelled
more than forty-eight (48) hours in advance. Refunds after an event or day of the rental
will not be refunded.
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Pro-rating Fees for Late Registration
The last date to enroll is listed as the deadline date. A $15.00 non-refundable service charge will
be applied to Athletic late registrations.
Cancellations:
The Community Services Department reserves the right to cancel any class, program or activity
due to weather, failure to meet minimum registration requirements, and situations beyond our
control. In the event a class is cancelled, you will be notified and a full refund will be issued.
Approval Date: September 13, 1993 Approved by: Parks and Recreation Board
1. Amendment Date Approved by:
2. Amendment Date
Approved by:
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