Membership Cancellation Policy Requirements

Monthly Memberships (Auto-Billed)

• Monthly memberships are billed automatically on the 15th of each month.
• A minimum of six (6) billing cycles is required before a membership is eligible for standard cancellation.
• A valid credit card must remain on file at all times.
  • Cash is not accepted for recurring billing.
• Memberships do not automatically cancel.
  • Billing will continue until a request is received and processed.
• Non-use of the facility is not a valid reason for a refund, credit, or proration.

Missed payments:

• Members are responsible for keeping their account current.
• More than four (4) months of missed monthly payments will result in automatic cancellation of the membership.
• Upon renewal after cancellation, the account holder is responsible to pay the current balance in full and is restricted to purchase an annual membership for the next year.

Cancellation Requirements

• Cancellation requests must be submitted at least five (5) days prior to the next billing date (the 15th).
• Requests submitted after this timeframe will result in the next scheduled payment being processed.

For full membership details, visit the REC Membership page.

Early Cancellation (Before 6 Billing Cycles)

Supporting documentation is required at the time of request. Examples include:

• Medical condition (doctor’s note required)
• Relocation (proof of new address required)

Requests are reviewed on a case-by-case basis by the Membership Coordinator. Approval is not guaranteed.

Refunds, Credits, & Prorations

• Refunds, credits, or prorations may be issued on a case-by-case basis when qualifying circumstances and documentation are provided.
• Non-use of the facility is not a valid reason for a refund, credit, or proration.

Annual Memberships (Paid in Full)

• Annual memberships are paid in full at the time of purchase and are valid for 12 months.
• Annual memberships do not automatically renew.

Annual memberships:

• May be canceled prior to the end of the term with approval
• Only the unused portion may be eligible for a credit or refund
• Are non-transferable

Adding or Removing Members

• Requests to add or remove individuals must be submitted through REC staff.
• Staff will provide the required form for submission to the Membership Coordinator.

Changes:

• Are not immediate
• Must be reviewed and approved before taking effect

Billing Acknowledgement

• Payments processed on the 15th cover the upcoming month of membership.

If purchased between the 1st–14th:

• Member pays for the remainder of the current month
• Next billing occurs on the 15th

If purchased on or after the 15th:

• Member pays a prorated amount for the remainder of the current month plus the full amount of the following month

Processing Timeline

• Please allow 2–3 business days (Monday–Friday) for all requests to be processed.
• Requests are not considered complete until processed and confirmed by staff.

How to Submit a Request

Members may submit cancellation or change requests through one of the following methods:

• In person at the front desk
• By phone
• By email

Requests must be received within the required timeframe to take effect for the next billing cycle.

To manage your membership or explore options, visit the Membership Information page.

Membership Pauses

• Pauses are permitted only for monthly membership and under qualifying circumstances.

Pause Request Requirements

• Valid reason
• Clearly defined start and end date
• Supporting documentation (if applicable, such as a medical note)

Additional guidelines:

• Pauses are not permitted during the first 6 months of a monthly membership.
• Memberships will automatically resume billing at the end of the approved pause period.
• Retroactive pauses are not permitted.
• Memberships may not be paused more than two (2) times per calendar year.

Contact

For questions or to submit a request, contact the REC of Grapevine Front Desk:

• Email: TheREC@grapevinetexas.gov
• Phone: 817-410-3450

You may also visit the Contact Us page for additional assistance.