Please treat this as a request for recorded information under the Freedom of Information Act 2000 and, where any requested information constitutes environmental information, under the Environmental Information Regulations 2004.
This request concerns the three tennis courts and seasonal air-supported dome at Cox Green School/Cox Green Leisure Centre, Highfield Lane, Maidenhead, SL6 3AX.
It concerns the use of those courts by Maidenhead Lawn Tennis Club Ltd, RF Tennis or RF Tennis Coaching Services, and any other tennis club, coach, academy, company, association or organised group.
For historical data, the requested period is 1 August 2020 to the date of this request, unless otherwise stated.
Please provide the following recorded information held by the Royal Borough of Windsor and Maidenhead, including relevant information held on the Council’s behalf by Leisure Focus or another contractor.
1. Current regular users
Please provide a list of every organisation or self-employed coaching provider currently receiving recurring, block-booked, priority or otherwise specially arranged use of the Cox Green tennis courts.
For each user, please state:
a. its full legal or trading name;
b. the nature of its use, such as coaching, junior squads, performance training, club sessions, competitions or general court hire;
c. whether it contracts with the Council, Leisure Focus, Cox Green School or another party;
d. the date its current arrangement commenced;
e. the term and expiry date of the arrangement;
f. any renewal or extension provisions; and
g. whether its use is exclusive, priority, guaranteed or subject to normal public availability.
2. Maidenhead Lawn Tennis Club and RF Tennis
In relation specifically to Maidenhead Lawn Tennis Club Ltd and RF Tennis or RF Tennis Coaching Services, please provide:
a. copies of all current agreements, licences, facility-hire arrangements, block-booking agreements, memoranda of understanding or other documents governing their use of the courts;
b. any schedules, appendices, variations, renewal letters or extension notices forming part of those arrangements;
c. confirmation of which organisation formally books and pays for the courts;
d. confirmation of whether Maidenhead Lawn Tennis Club and RF Tennis have separate agreements;
e. the commencement date, original term and current expiry date of each arrangement;
f. any termination, cancellation, break or notice provisions;
g. the number of court-hours reserved or guaranteed during each week or season;
h. the days and times normally allocated;
i. any priority-booking or advance-booking entitlement; and
j. any right to prevent or restrict bookings by other users during those periods.
3. Charges and financial terms
For each current regular or block-booking user, including Maidenhead Lawn Tennis Club and RF Tennis, please provide:
a. the applicable hourly, sessional, seasonal or annual charge;
b. any discount from the standard public court-hire rate;
c. the standard public rate against which that discount is calculated;
d. any minimum booking, guaranteed payment or annual commitment;
e. any rebate, commission, income-share, subsidy or other financial benefit;
f. any free or complimentary court time; and
g. the total amount invoiced and the total amount received in each financial year from 2020/21 to 2025/26.
A table or spreadsheet is sufficient for the information requested in this section. Individual participant or junior-player payment information is not requested.
4. Selection and approval
Please provide recorded information showing:
a. how Maidenhead Lawn Tennis Club, RF Tennis and other regular users obtained their court allocations;
b. whether the opportunity to obtain regular, priority or block-booked court time was advertised or offered to other clubs or providers;
c. the criteria used to allocate court time where demand exceeded availability;
d. any application, proposal, business case or expression of interest submitted by the current users;
e. any evaluation, approval or decision record;
f. whether any procurement, quotation or competitive-selection process was undertaken;
g. any exemption, waiver or justification for not undertaking a competitive process; and
h. who authorised each current arrangement.
5. Equal access and public availability
Please provide:
a. the policy or procedure governing block bookings and recurring court allocations at Cox Green;
b. the standard terms and conditions applicable to block bookings;
c. the criteria for receiving discounted, priority or extended advance-booking rights;
d. any policy intended to ensure fair and non-discriminatory access for competing clubs, coaches and members of the public;
e. the number of weekly court-hours reserved for organised users during the winter dome season;
f. the number of weekly court-hours remaining available for public pay-and-play booking during that season; and
g. any complaints or formal representations received since 1 August 2020 concerning court availability, preferential access, pricing or the allocation of court time.
For complaints, please provide the date, general subject and outcome only. Personal details of complainants are not requested.
6. School use
Please provide recorded information showing:
a. the hours during which Cox Green School has priority or exclusive use of the courts;
b. whether school use takes precedence over club, coaching or public bookings;
c. whether the school is charged for use of the courts or dome;
d. the agreement governing the division between school and community use; and
e. whether organised tennis users may use the courts during the school day.
Please provide a copy of the current dual-use, community-use or shared-facilities agreement governing the courts, subject to appropriate redaction.
7. Tennis dome and capital obligations
Please provide:
a. the identity of the owner of the seasonal air-supported dome and associated equipment;
b. the party responsible for erecting, removing, inspecting, insuring, repairing and replacing it;
c. any agreement under which Maidenhead Lawn Tennis Club, RF Tennis or another user must contribute towards those costs;
d. details of any contributions already made by those organisations since 1 August 2020;
e. any current reserve, sinking-fund or capital-contribution arrangement relating to future dome replacement; and
f. any recorded proposal or request for a future contribution from Maidenhead Lawn Tennis Club or another user.
8. Relationship with the leisure-management contract
Please confirm:
a. whether the arrangements with Maidenhead Lawn Tennis Club, RF Tennis and other regular users form part of the Council’s leisure-management contract with Leisure Focus;
b. whether Leisure Focus may enter into or renew such arrangements without prior Council approval;
c. whether the associated court-hire income is retained by Leisure Focus or passed to the Council, school or another party;
d. whether these arrangements transferred into the leisure-management contract commencing on 1 April 2025; and
e. whether the Council reviewed or approved them as part of that transition.
Please provide the relevant extracts from the leisure-management contract, service specification, pricing mechanism or property documentation that address these matters. The entire borough-wide contract is not requested unless the Council considers that disclosure of the complete document would be more convenient.