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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. Formatted: Page Number n � ; -„s I a,, rT�P e. no, .,- o„r;,,,,�n�r•�n�rrr�ranrnrnr �pnr rrr�c�To,,,,;,p„1;,.;0�0o a,,,. ' � :AMeetings \City Council \Archives \2002 \041602 \Community Services \10A - ---------- - - policy.docr \ n e t ,, Git r,, i n o a r,, .., _S G i n n - - - - - - - - - 41 1 (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 . , n ,. to Q:nn 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 , l „F,,,-.o,- .,tj 1:'40 .,h Tl.o To....;� !o,��o,- 1 4 ll ,;,-t L.o Formatted: Page Number no,.,- o„ r ;,,,,�n>~>♦>~n>~1\rr�1`an1\nrnr �pnr rrr>~c�To,,,,;�,p„1;,.;0�0o a,,,. ' L:AMeetings \City Council \Archives \2002 \041602 \Community Services \IOA - - --------- - - \n Git r,,,, — G 4 n o l \r , r.- 1 n n - - - - - - - - - policy. docL 41. i5 i999 2 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 Deem RFERE T(`�MANTTnT TOT � :AMeetings \City Council \Archives \2002 \041602 \Community Services \10A - ---------- - - policy.docT \ n e t ,, Git r,, i n o a r,, .., _S G i n n - - - - - - - - - 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). 7. 1 e o ,,. ;„r., ao.,;, .,, r.;r „o p a i tig l,o. „r,l t4 atie of thew paid s ess i on Shall b , mitte,l to de 'S y i e.l i 1 ) rho -1 2) th 4 - the +;,11 6Hlzrc- ni�_zii@- E)wclp�aiciS�'r� -axe' S S @SSi6n ,,+ f e ;f the, 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 Formatted: Page Number d ' � :AMeetings \City Council \Archives \2002 \041602 \Community Services \IOA - policy. docL ;, \n G t r,,,, n e l \r , t.- Ce,- \ 1 n n - - - - - - - - - 411V i5' i999 4 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-- - - Formatted: Bullets and Numbering 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 - - -- Formatted: Bullets and Numbering 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. - � T„;ti l te,.,,,, Si UPS Will he, , fire, „ spe cified d p r„ the beginning . - - - Formatted: Bullets and Numbering the season. Teams tyffistpFeserrt-a eonTlete f:esEer-a+ time of sign - i4.4 th A t le,.,�,t 50 efthe, t e—Am ,,, ,,,he,,-, ., S id - p o f S - „t s ,.h t eam ,ti. 1s t ho p ..t at t;,ti.o „f S a p. n 4 - of, d @t)OS 4 j 4„0 .,♦ tim of 4- n fte,, the, ;„ ;t ;.,1 , .A' W ill be „ to th t ,s- Mee the, . - - - Formatted: Bullets and Numbering Te, , Go„te, -_;- ifthe,, -e, AVO 4ZOM j j4 j j4g a hal t; e, f,A,-t sche,,l„1;,4, the To,,,,;,, G emi t er . - -- Formatted: Bullets and Numbering A R-P ido,..t teams o „ 44.4 -o,l 4 44 eo s 1�3Sfs I W_ e- ilA iAl �I1R4:4 4:RI; 1R4# tRAMq MR- he-, 8ne4't Sfgi3" E hSpl a6e ,1 i fi „h.,o,,,,o.,t S h.- ,- S id e .t teffi S REPORTS: Formatted: Page Number pe,e,re,„t;,,,,ln>~>♦>~n>~lrrll ` anllrrnr �pnr rrr>~c�Te,,,,,;�,p„1;,.;e,�oo a,,,. ' � :AMeetings \City Council \Archives \2002 \041602 \Community Services \10A - - -------- - - - - - - - - - - - - policy.docr i \ n e t;, - r;t r,,,, n e, 1 r,, t.- _S G 1 n n 41 i5 i999 5 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. Formatted: Page Number no, .,- o„r;,,,,�n�r•�n�rrr�ranrnrnr �pnr rrr�c�To,,,,;�,p„1;,.;0�0o a,,,. ' � :AMeetings \City Council \Archives \2002 \041602 \Community Services \10A - ---------- - - policy.docr \ n e t ,, Git r,, i n o a r,, .., - Ge- -inn - - - - - - - - -