Item 10A PolicyCommunity Services Department
Policies and Procedures Manual
Section: C^iith]A k° Tennis Lester
Policy: General Operating Policies and Scheduling City
Tennis Courts
Approved by City Council: 14 ' 2
I Effective Date: ? 1i 2 1- 1 PPP
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) oven courts located in the northeast section of Bicentennial Park_ adjacent to the
Communitv Center
Sc ope:
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 Communitv 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 - - - J Formatted: Bullets and Numbering
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 - - - - J Formatted: Bullets and Numbering
Center Manager, and at Aall other times, these two courts shall be available to
the e�public at no charge on a first come, first served basis. No
reservations will be taken or accepted.
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(3) LIGHTS — Court lights shall be turned out by 10:30 p.m. each night. .- - - Formatted: Bullets and Numbering
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 Southlake Tennis
Center.
(2) Tennis professionals not associated with the Southlake Tennis Center shall be - - Formatted: Bullets and Numbering
prohibited from using these courts to conduct fee -based lessons, drills, camps,
etc.
SOUTHLKAKE TENNIS CENTER OPERATIONS:
Resnonsibilitv:
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 the +„11„, e jf ig ri if Rf hours
of operation- as approved in writing by the Director of Community
Services.
r w - o d I Ootohe-,4: 31 gin A M to 10 . ,
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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 partiallv close the
tennis center for inclement weather (on -going rain or snow, temperatures
below 40 F, or approaching severe weather such as tornadoes) with
approp notice given to City in a form determined by the Director of
Communitv Services. The Director of Community Services reserves the
right to approve the closing of the facility at all other times e*'��he
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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:
Annual membership fees — If established, Aannual 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 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
possessing an ^' , w - b eFs „r 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 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 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.
Formatted: Page Number
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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 en�erally considered to be one and one -half (1' /z) 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 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 a
^ ^^� 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 30-15 minutes. If time exceeds 3-0— 15
minutes, patrons shall be assessed the cost of one session (90 minutes).
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8. 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
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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.
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
come, first served basis.
10. should inform the Tennis Center staff as soon as possible when a-- -
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court reservation can not be kept. Excessive unused reservations may result in
a patron being denied phone reservation privileges.
4& 11. Courts may be in full use at any given time, provided the minimum - - --
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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.
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REPORTS:
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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.
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.
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