Article 1- Scheduling Guidelines for the Sunland Springs Village Tennis Courts (courts).

1. - Procedure to Reserve Courts and Ball Machines: Reservation for all Courts and Ball Machines can only be made on-line.

1.1.1 - Court Reservations: The on-line system to schedule play on all of the tennis courts can be found at Hold My Court. Once you get to that site it will ask you for your name, your phone number and a password. When you have entered that information, you will be directed to the court schedule. It will show all 12 courts for a two-week period, from the 5:30 am time period through the 7:00 pm time period. Clicking on a time, will give you a screen that asks you to confirm the date/time by clicking on “Submit”. This will send you back to the schedule page where your name will then show up in the time slot and on the court you selected. An email will be sent to you confirming what you have just completed. If you change your mind and want to delete your court reservation, go back to the schedule and click on your name again and it will ask you if you want to delete this reservation. If you have any questions, please contact the Court Scheduler.

1.1.2 – Ball Machine Reservations: The on-line system to reserve a Ball Machine can be found at Ball Machine Reservation. The setup for reserving a ball machine is the same process described above for reserving a court. This site will show 3 ball machines; #1 & #2 are at the North courts and #3 is at the South courts.

1.2 – Rules for Signing up for Court Play:

1.2.1 - Prime Time shall be defined as every day of the week in the months of November through March and court time slots of 8:30 am and 10:00am. Court time slots of 5:30 am, 7:00 am, 11:30 am, 1:00 pm, 2:30 pm, 4:00 pm, 5:30 pm and 7:00 pm during these months shall be considered as Non-Prime time. The months of April through October will be considered Non-Prime time.

1.2.2 - In the two week period shown on the court reservation website, a player may be signed up only twice during that two week period. One of those court reservations can be in Prime Time and the other one must be in Non-Prime time. Two court reservations in “Prime Time” in the two-week period will not be allowed. Two court reservations in “Non-Prime Time” in the two week period will be allowed. Once a player has finished play on a current reservation, that player may then sign up for another court.

1.2.3-Only one person needs to sign up to reserve a court, but the person's name that is on the reserved court MUST BE ONE OF THE PLAYERS ON THE COURT or one of the players in a group playing on multiple reserved courts.

1.2.4-Individuals that have registered on the court reservation website as a couple will be treated as if they were an individual and must follow the same rules as stated above. Individual sign-up is encouraged over couples.

1.2.5 -If you sign up for a court and find that you are unable to use your reservation, go to the web page as soon as possible and cancel your reservation. This will allow others to sign up for that court.

1.2.6 -If a court is reserved and no one shows up within 10 minutes of the starting time of the reservation, the court can be considered an unreserved court and is available for play on a first come basis. If you have reserved a court and arrive within ten (10) minutes of the designated starting time, you are entitled to the court and may bump whoever happens to be occupying the court.

1.2.7 -If a court has not been reserved and is open when you arrive at the courts, you may claim it without signing up. If this happens, another player or group can't bump you, even if you have signed up for a court later in the day or week.

1.2.8 –Tennis instructors approved by the EB are permitted to sign up for multiple courts in

Non-Prime Time periods only, for the purpose of providing tennis lessons to any resident. Any resident wishing to receive lessons can individually sign up for a court using the regular court sign-up procedure.

1.3 - Usage of the courts will be prioritized as follows:

• EVSTL League play

• EVSTL League team practices

• Senior 75+ League play

• Club Social Events

• Invitationals

• Club Recreation Tennis

• Open Play Tennis

• Individual sign-ups

• Tennis Lessons for Club members and/or Residents

• Round Robin play, organized groups and any other groups of Club members and/or Residents. Other events requiring the use of the courts by club members and/or Residents.

1.4 -Leagues: Leagues with any MEMBERS who are NOT SSV residents will be denied the use of the courts. The exception will be EVSTL sanctioned play.

1.5 -Non Resident Court Use: Only Residents are allowed to reserve courts. Courts may be reserved for the purpose of playing tennis with players from outside SSV; however, at least 50% of the players using the court(s) MUST be Residents. This rule only applies during the league play months of November through March. Regular court sign-up rules as described in rule # 2 above will apply when reserving courts for this type of use. This shall not apply to any approved league or tournament play.

1.6 –The court scheduler or designee will regularly monitor the sign-up web page. The Court Scheduler is identified on the Club’s web site.

1.7 -The integrity of our court scheduling and sign up is only as good as each of us make it. A GREAT RULE TO FOLLOW IS TO TREAT OTHERS AS YOU WOULD LIKE TO BE TREATED.

1.8 -League Season: The EVSTL season is normally November through March. Captains will coordinate with the Court Schedule the number of courts needed each week.

1.8.1 -Each EVSTL Club team may reserve up to 6 courts for their scheduled league match, not exceed 4 1/2 hours. Additionally, each team level may reserve up to 6 courts once a week in the afternoon for practice, which will not exceed 1 1/2 hours. Note: Multiple teams at the same level may combine their practice times and then separate by gender.

1.8.2 -There shall be no blocked out scheduling for any groups other than EVSTL matches, EVSTL Teams practice, Club socials, Recreation and Open teams during “Prime Time”. Groups comprised of only residents are encouraged to schedule play outside of Prime Time by either scheduling courts individually or by contacting the Court Scheduler.

1.9 -Summer Season: The Summer Season is defined as April 15th through October 15th. Each gender and level may request two blocked-out round robins per week, one in the morning and one in the afternoon. The default day for the morning round robin will be the same as the gender/level’s league play day. For example, the 3.5 men and 3.5 women will both have their round robins on Monday. The gender/level may request up to 2 courts. Any additional courts would need to be signed out by participating players. The coordinator shall be selected by the members of their group and approved by the EB. 

1.10 -The Club may limit the number of courts available and/or blocked out.

1.11 -The Court Scheduling Guidelines are in place to help provide the largest number of available courts to Residents in the fairest manner possible. All residents using the Court Guidelines are expected to comply with this procedure. The Court Scheduler shall have the authority and be responsible to monitor compliance. Failure to comply will result in the following non-compliance actions:

1.11.1 - First infraction: The player receives a warning and the court reservation that made the player out of compliance will be deleted in order to get the player back in compliance.

1.11.2-Second infraction: The player gets all reserved courts cancelled and is not allowed to sign-up for courts for the next 14-day period. Additionally, their name shall be added to the non-compliance list until the conclusion of the 14-day suspension.

1.11.3 -Third infraction: The player gets all reserved courts cancelled and is not allowed to sign-up for courts for the next 28 day period. Additionally, their name shall be added to the non-compliance list until the conclusion of the 28-day suspension.

1.11.4 -Fourth infraction: The Club’s EB may request a meeting with the Board of Directors of the SSV HOA to discuss further action which may include suspension of facility use.

1.11.5 -The compliance calendar shall be April 1 through March 31 of each year. On March 31st of each year, all non-compliance actions shall be deleted and restarted on April 1.

1.11.6 - Appeals may be submitted using the Appeals and Grievance Procedure found in the Club’s By Laws 

1.12 - If problems or concerns arise, please contact any one of the EB members.