Item 4OM E M O R A N D U M
February 10, 2010
TO: Shana Yelverton, City Manager
FROM: Chris Tribble, Director of Community Services
Approve the Policy Ordinance Review Committee (P.O.R.C.)
SUBJECT:
revisions to the Community Services Department
General
.
Operating Policies of Tennis Courts
Action Requested:
City Council approval of the Policy Ordinance Review
Committee (P.O.R.C.) revisions to the Community Services
DepartmentGeneral Operating Policies of Tennis Courts.
Background
Information:
The current General Operating Policies of Tennis Courts
was adopted by the City on April 16, 2002.
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 Virginia Muzyka, Carolyn Morris, and
Greg Jones; 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
General Operating Policies of Tennis Courts and made no
substantive revisions to the Department’s practices, only
minor grammar and “housekeeping” changes.
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.
Item 4O -
1
Shana Yelverton, City Manager
Meeting Date – March 02, 2010
Page 2 of 2
Parks Board approved (9-0) the recommendations to the
General Operating Policies of Tennis Courts at their
February 08, 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 General Operating Policies of Tennis
Courts.
Staff
Recommendation:
City Council approval of the Policy Ordinance Review
Committee (P.O.R.C.) revisions to the Community Services
DepartmentGeneral Operating Policies of Tennis Courts.
Item 4O -
2
Community Services Department
Policies and Procedures Manual
Policy: General Operating Policies of Tennis Courts
Source: City Council
Category: Tennis
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 (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 made
available to Southlake Tennis Center Manager for exclusive use. On
occasion, CITY may make these courts available to CONTRACTOR for
tournaments or other special events.
2.During the hours specified in (1) above, if not used by the Southlake Tennis
Center Manager, and at all other times, these two courts shall be available to
the general public at no charge on a first come, first served basis. No
reservations will be taken or accepted.
3.LIGHTS – Court lights shall be turned out by 10:30 p.m. each night.
Facility Usage Fees:
1.There shall be no fees assessed to the general public using these courts for
open play during the times not specified for use by the Southlake Tennis
Center.
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2.Tennis professionals not associated with the Southlake Tennis Center shall be
prohibited from using these courts to conduct fee-based lessons, drills, camps,
etc.
SOUTHLAKE 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).
1.HOURS - The Tennis Center will maintain hours of operation as approved in
writing by the Director of Community Services.
The Tennis Center shall not stay open past 10:00 p.m. on any day. The 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 appropriate notice given
to the City in a form determined by the Director of Community Services. The
Director of Community Services reserves the right to approve the closing of
the facility at all other times.
2.LIGHTS – Court lights shall be turned out by 10:30 p.m. each night. In
addition, the Tennis Center Manager will be responsible for ensuring that
unused courts are not lighted unnecessarily.
Facility Usage Fees:
The following activities shall have usage fees and such fees will be reviewed and
approved by the City Council annually:
1.Annual membership fees – If established, annual memberships shall be
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
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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 City
Fee Schedule. Hourly court usage fees will be assessed on all court 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 those set forth above will be established by the Tennis Center
Manager and will be competitive with fees charged at other tennis 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.
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 City and the
Contractor. This requirement may be increased or decreased as specified in
the management agreement between the City and Contractor.
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 (1½) hours, and for league play to
be two (2) 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
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served basis, a minimum of twenty-four hours and a maximum of two (2) days
Second sessions
in advance. Only one session may be reserved on one court.
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 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 assessed the cost of one
session (90 minutes).
7.Patrons without reservations shall be permitted to play on vacant tennis courts
provided: 1) they shall pay one full session fee; and (2) they shall vacate the
court immediately prior to the beginning of a reserved session. Time
available shall not be a factor in either of the above provisions.
8.Cancellation of a reservation will result if the patron fails to report to the pro-
shop at least ten (10) minutes before the patron’s reserved time. Should a
patron lose a reservation for failure to timely report to the pro-shop, that
reservation will be assigned to patrons without reservations on a first come,
first served basis.
9.Patrons should inform the Tennis Center staff as soon as possible when a
court reservation can not be kept. Excessive unused reservations may result in
a patron being denied phone reservation privileges.
10.Courts may be in full use at any given time, provided the minimum number 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.
REPORTS:
Periodically, but not less than once a month, the Tennis Center Manager shall
meet with City staff and review the Tennis Center management, promotional
activities, programs, finances, participation levels, and policy recommendations.
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The Tennis Center Manager shall keep City staff fully informed of all pertinent
Tennis Center management activities and operations.
Additional reports will be required as stated in the contract between the City and
the Tennis Center Manager.
Approval Date: April 16, 2002 Approved by: City Council
1. Amendment Date Approved by:
2. Amendment Date Approved by:
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