Item 5DCity of Southlake, Texas
MEMORANDUM
March 10, 2004
TO: Billy Campbell, City Manager
FROM: Malcolm Jackson, Director of Community Services (x. 1527)
SUBJECT: Approval to temporarily extend the existing Facility Utilization Agreements
with the youth sports associations to end upon the approval of the revised
Facility Utilization Agreements.
Action Requested: City Council approval to temporarily extend the existing facility
utilization agreements with the youth sports associations to end upon the
approval of the revised facility utilization agreements.
Background
Information: The FUA's provide the framework under which soccer, baseball, lacrosse,
and girls softball utilize City and joint use facilities. The extension period
for the current agreements expires March 31, 2004. Staff is presently
working with the associations to finalize the proposed 2004 agreements
which have been modified in an effort to provide a more complete,
consistent, and effective document. Comments have been received from
the youth sports associations regarding proposed changes and staff will
conduct a final meeting with the associations to complete the final draft.
The youth sports associations also require additional time to seek internal
board approval of the proposed agreements.
The Parks Board recommended (8 -0) at their March 8, 2004 meeting to
extend the expiration date of the current agreements until May 31, 2004.
Extending the expiration dates allows a continuation of the sports
association programs without interruptions in play. The proposed
extension of the 2003 Facility Utilization Agreements contains no
substantive changes excluding appropriate date revisions. Staff anticipates
final agreements available for presentation to the Parks Board and City
Council for review and approval within 60 days.
Financial
Considerations: Not applicable.
Financial
Impact: Not applicable.
Citizen Input/
Board Review: The Parks Board recommended approval (8 -0) at their January 12, 2004
meeting to extend the existing agreements until March 31, 2004.
The City Council approved (7 -0) at their January 20, 2004 meeting
extending the existing agreements until March 31, 2004.
Billy Campbell, City Manager
March 10, 2004
Page 2
The Parks Board recommended approval (8 -0) at their March 11, 2004
meeting to extend the existing Facility Utilization Agreements with the
youth sports associations to end no later than May 31, 2004.
Legal Review: The 2003 FUA Agreements were previously reviewed by the City
Attorney and additional review is not applicable at this time.
Alternatives: Alternative(s) may include:
• City Council approval as submitted.
• City Council input as desired.
• City Council decision to not approve.
Supporting
Documents: Supporting documents include copies of the 2003 Facility Utilization
Agreements with appropriate date changes.
Staff
Recommendation: City Council approval to temporarily extend the existing Facility
Utilization Agreements with the youth sports associations to end upon the
approval of the revised Facility Utilization Agreements.
Billy Campbell, City Manager
March 10, 2004
Page 3
CITY OF SOUTHLAKE
PARKS AND RECREATION DIVISION
2003 FACILITIES UTILIZATION AGREEMENT (AMENDED)
The parties to this agreement are the City of Southlake, Texas, herein called "City ", and
the Grapevine - Southlake Soccer Association, herein called "GSSA ".
FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties
agree as follows:
I. PREMISES
City agrees to provide game fields and practice fields as defined by Exhibit "C ", GSSA
Field requirements. GSSA shall provide field requirements and dates for Spring and Fall
to City at least 90 days prior to opening day of a season. Facilities in Exhibit "C" are
herein called "Premises" in accordance with the terms of this Agreement.
II. SEASONS AND HOURS
The seasons of this Agreement shall be Spring Season, Fall Season and tournaments
on the days of Monday through Sunday, with each facility usage to not begin before
4:00 p.m. on weekdays or 8:00 a.m. on Saturdays, and 12:00 p.m. on Sundays. GSSA
agrees to stop play (includes games and practices) by 10:00 p.m. on Sunday thru
Thursday, and 11:00 p.m. on Friday and Saturday. Lights will be turned out respectively
at 10:30 p.m. on Sunday thru Thursday, and 11:30 p.m. on Friday and Saturday.
Exception: Times for usage of lights may be extended for tournament play with
prior notification and permission from the Director of Community Services.
The following are approximate dates for significant activities:
Spring
Practice Begins February 9, 2004
Opening Day February 28, 2004
End of Regular Season May 23, 2004
Tournament Play May
The facilities provided by this Agreement are herE
Fall
August 23, 2004
September 4, 2004
November 20, 2004
Mid December
yin called "Premises."
Billy Campbell, City Manager
March 10, 2004
Page 4
111���:71G1
This agreement will be effective the date signed by the Mayor and will terminate no later
than May 31, 2004. At the City's option and mutual agreement with GSSA, the contract
will be automatically renewed annually for a period of twelve (12) months. If the City
exercises the right in writing, GSSA shall update and submit any documents required
during the initial solicitation by no later than sixty (60) calendar days prior to the
commencement of the option period. The documents, if applicable, will include, but are
not limited to, proof of insurance, league start and end dates, amendments to
agreement, etc. Substantial amendments to this agreement must be approved by City
Council.
IV. FEES AND ASSIGNMENT
GSSA shall not charge any fees for admission without prior approval of the Parks and
Recreation Board for any event. (Example: approved tournaments) GSSA reserves the
right to request a voluntary donation for admission to events other than regularly
scheduled league games. GSSA agrees to provide signs clearly indicating donations
are requested only for the GSSA activity occurring on Premises. Access to other
Premises activities shall be clearly available. GSSA shall not assign this agreement nor
shall it rent out any property of the City without prior written consent of the City.
V. UNLAWFUL ACTIVITIES
GSSA shall not engage in any activities on the premises which are in violation of any
existing state, federal, local law or use the premises in such a manner as to constitute
any hindrance for other park patrons engaged in lawful activities.
VI. PERMISSION FOR INSTALLATION OR CONSTRUCTION
GSSA, in accordance with the City's Donation Policy, shall submit for approval any
proposal to install or construct temporary or permanent structures, signs, equipment, or
other related items. Permanent structures shall become the property of the City. GSSA
is allowed a maximum of two (2) signs listing GSSA sponsors for the current and
previous year. Signs are not to exceed the size of 4 feet X 8 feet.
VII. INDEMNITY
GSSA SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS
AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL CLAIMS FOR
BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR
Billy Campbell, City Manager
March 10, 2004
Page 5
PROPERTY DAMAGE ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION
COMMITTED BY GSSA OFFICIALS, PLAYERS, MEMBERS, OFFICERS, OR
EMPLOYEES OF THE CITY IN CONNECTION WITH THE ACTIVITIES CONDUCTED
UNDER THIS AGREEMENT. THIS INDEMNIFICATION SHALL SPECIFICALLY
INCLUDE ANY CLAIMS ARISING FROM THE NEGLIGENCE OF, TORTIOUS
ACTIVITY OF, OR VIOLATION OF STATUTE BY THE CITY, ITS AGENTS,
OFFICIALS AND EMPLOYEES.
NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE
ANYGOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE
OR ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR
EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY
INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED
INSURED AS PROVIDED IN PARAGRAPH XII OF THIS AGREEMENT.
VIII. FOOD SERVICE
GSSA shall ensure that all food or drink prepared, served, sold, or stored complies with
all city, state, county and federal law.
IX. DOCUMENTS AND OFFICERS
GSSA shall submit to the Southlake Parks and Recreation Division a copy of rules and
regulations, charters, constitution, and by -laws of GSSA. Names, addresses and phone
numbers of all officers and board members of GSSA shall also be submitted to the
Parks and Recreation Division within two weeks after election or appointment.
Southlake Parks and Recreation Division shall submit to GSSA the names, addresses
and phone numbers of all appropriate contacts of the Parks and Recreation Division.
X. ROSTERS AND SCHEDULES
GSSA shall furnish to the Parks and Recreation Division rosters of all participants
domicile and a listing of the full schedule for the season. The rosters shall be submitted
within two weeks after completion of registration and the full schedule shall be
submitted at least one week prior to the first regular season game. TOURNAMENT
SCHEDULES MUST BE SUBMITTED NOT LESS THAN 14 DAYS PRIOR TO THE
TOURNAMENT.
Billy Campbell, City Manager
March 10, 2004
Page 6
XI. FIELD MANAGER
GSSA shall furnish the Parks and Recreation Division the name(s) and telephone
number(s) of person(s) designated as field manager(s). It shall be the responsibility of
the field manager to meet with and discuss field conditions with a Parks and Recreation
Division representative. It shall also be the responsibility of the field manager to submit
a work order form to the Parks and Recreation Division to request any maintenance not
specifically mentioned within this agreement or any needed repairs or supplies. The
GSSA Field Manager shall meet before each season with the designated City
representative to be briefed on maintenance procedures and techniques.
XII. COMMUNICATION
All substantial issues and conflicts shall be discussed between the Director of
Community Services and President of GSSA or their designee.
XIII. INSURANCE
GSSA at its own expense, shall obtain and keep in force during the term of this
agreement public liability insurance as will protect GSSA and CITY from all claims for
damages to property and persons, and such insurance policy shall carry the City of
Southlake as an additional insured, in an amount of at least one million dollars
($1,000,000) with such policy designed to cover the cost of defense and liability for
injuries suffered by competitors in the organized athletic activity. The insurance shall
protect CITY from and against all liability for claims arising out of or in connection with
GSSA's use and occupation of the premises. All insurance shall be issued by a
company or companies of sound and adequate financial responsibility and authorized to
do business in Texas.
The type and minimum limit of liability insurance is as follows:
TYPE MINIMUM LIMIT
Comprehensive General $1,000,000 - Combined Single Limit
Public Liability Coverage For Bodily Injury and Property
Damage.
$1,000,000- On a Per Occurrence Basis,
and Medical Payment Coverage.
All insurance policies shall be subject to the examination and approval of the City
Attorney for Southlake, for their adequacy as to content, protection and named
Billy Campbell, City Manager
March 10, 2004
Page 7
insurance company. GSSA shall furnish to CITY certificates of such insurance within
(30) thirty days of the execution of this Agreement or prior to the commencement of any
activities by GSSA at the City of Southlake Park Facilities and CISD Athletic Facilities,
whichever event occurs first. GSSA understands and agrees that it has the sole
responsibility to provide this information and that failure to timely comply with the
requirements under the Article shall be cause for termination of this Agreement.
Insurance required by this Agreement for the CITY as additional named insured shall be
primary insurance and not contributing with any other insurance available to CITY under
any third party liability policy.
GSSA further agrees that with respect to the above required insurance, the CITY shall:
A. Be named as an additional insured or an insured, as its interest may
appear.
B. Be provided with a waiver of subrogation, in its favor.
XIV. FIELD USAGE FEE
GSSA agrees to pay the City a field usage fee to help offset the costs for lighting and
maintaining fields in playing condition. The fee will be assessed at a per season rate of
$8.00 per GSSA participant multiplied by the percentage of total league games in a
season played on City of Southlake fields. The fee is due to the Southlake Parks and
Recreation Division within (2) weeks after completion of each season.
XV. COMMISSIONER
GSSA agrees to provide a league representative on -site at each GSSA organized
league or tournament game held on premises.
XVI. EXHIBITS
The City and GSSA agree that the exhibits attached to this Agreement are incorporated
into this Agreement as if set out in their entirety. Exhibits included are:
1. MAINTENANCE EXHIBITS
"A" Maintenance Agreement for Public Fields
2. CLOSURE OF ATHLETIC FIELDS EXHIBITS
"B" Field Inspection and Closure Agreement
Billy Campbell, City Manager
March 10, 2004
Page 8
3. GSSA FIELD REQUIREMENTS
"C" 2003 Field Requirements
4. CONCESSION STAND
"D" 2003 Concession Agreement
XVII. SCHEDULING
The City reserves the right to utilize the premises when GSSA activities are not
scheduled. If GSSA fails to use the premises for its scheduled activities, the City may
terminate this Agreement.
XVIII. DEFAULT
If either party, City or GSSA, violates any term of this Agreement, either party may find
the other in default and terminate the Agreement. Any termination will be made with a
thirty (30) day notice and the right to cure within ten (10) days.
XIX. JOINT EFFORTS
This agreement was prepared by the joint efforts of the parties to the agreement.
This Agreement is made and entered into on the day of
2004.
CITY of SOUTHLAKE
Lori Farwell, City Secretary
by:
Andy Wambsganss, Mayor
City of Southlake
Approved as to form
City Attorney
Jeff Eberhart, President
Grapevine - Southlake Soccer Association
This Agreement approved by the Board of Directors, Grapevine - Southlake Soccer
Association, and entered into the minutes of the Board meeting held
20
Secretary
Grapevine - Southlake Soccer Association
Billy Campbell, City Manager
March 10, 2004
Page 9
EXHIBIT "A"
MAINTENANCE AGREEMENT FOR PUBLIC FIELDS
1. The Parks and Recreation Division (City) shall maintain all turf areas to include
mowing, weed control, fertilizing and herbicide spraying.
2. The City shall perform all pre- season turf maintenance to include top dressing,
aeration, and fertilization.
3. The City shall prepare the fields on Fridays for the weekend. Additional field prep
will be the responsibility of GSSA. If GSSA needs weekend preparation by the CITY
beyond what is provided through the agreement, a fee of $15.00 per hour /staff
member will be charged for preparation of the fields. Requests must be made no
later than 2:00 p.m. on the Thursday prior to the game.
4. The City shall provide line chalk/paint for completing markings only on fields
maintained and scheduled through the City. GSSA shall provide line chalk/paint for
its own additional uses and may line fields as needed in addition to the above.
5. The City shall be responsible for the maintenance of all goals, bleachers, and
restrooms.
6. The City shall be responsible for the maintenance of any turf irrigation system and
watering of the field.
7. The City will install and maintain goals including the set up and removal of goal nets.
The GSSA is responsible for the set up and removal of corner flags for all practices
and games.
8. GSSA shall be responsible for daily practice and game day collection of all litter on
their fields to include playing areas, fences, bleachers, concession stands and
adjacent grounds. All litter shall be placed in the receptacles provided by the City.
The City shall provide pick up for these receptacles. Any overflow trash resulting
from concession use should be placed in the "dumpster" receptacle. IF WITHIN THE
CITY'S JUDGEMENT GSSA DOES NOT COMPLY WITH LITTER COLLECTION A
NOTIFICATION LETTER WILL BE ISSUED BY THE CITY REQUESTING
IMMEDIATE COMPLIANCE. IF THE CITY DEEMS, FURTHER NON - COMPLIANCE
WILL RESULT IN A FEE OF $15.00 PER HOUR /PER STAFF MEMBER FOR
LITTER CLEAN UP.
9. GSSA shall be prohibited from performing any maintenance to any turf areas without
Billy Campbell, City Manager
March 10, 2004
Page 10
permission from the City.
10. GSSA will provide all necessary maintenance equipment, used for its purposes, not
specifically named in this Agreement.
11. GSSA shall ensure that all field lights are turned off at the completion of all practices
and games in accordance with Section II. Seasons and Hours. Under no
circumstances should the lights be left on when fields are not in use. If GSSA fails
to do so they may be assessed a utility bill for the additional cost of electricity. The
amount will be determined based on the adopted fee schedule. The CITY will
provide the Field Manager necessary access to lights.
12. City Ordnance No. 827, Chapter 12, Section 12 -32 paragraph 17 states that the
Director of Community Services or his designated representative is authorized to
assign any game field owned or leased by the City as a closed field for maintenance
or to protect the surface of the game field from damage. It shall be unlawful for non -
City employees to go upon a field which has been designated as a closed field and
has posted thereon a sign stating "Closed Field — Do not trespass on this field $250 -
$500 Fine ".
Billy Campbell, City Manager
March 10, 2004
Page 11
EXHIBIT "B"
FIELD INSPECTION AND CLOSURE AGREEMENT
Reasons for Athletic Field Closure or Postponement
1. Raining at game time.
2. Playing field too wet.
3. Athletic fields need to be closed in the interest of participant safety and /or
preservation of good playing surfaces.
CITY Procedures for Athletic Field Closures
(Weekdays)
1. The CITY will inspect Athletic Fields by 3:00 p.m. and will, as a means of
communication, list any closing on the CITY rain -out line (817- 481 - 1596). The Parks
Supervisor or his designee will have the final responsibility for canceling games with
regards to field conditions for weekday games.
2. After games have begun and inclement weather becomes a factor, GSSA officials
shall follow the same guidelines for deciding cancellation or postponement.
(Weekends)
1. The Parks Supervisor or his designee will monitor the weather and field conditions
and consult with the appropriate GSSA Field Manager, Commissioner, or their
designate, about the status of the field(s) by 7:00 a.m. Saturday morning. Status for
Saturday p.m. games may be reevaluated at the discretion of the Parks Supervisor
at 11:30 a.m. and the field decision will be made prior to Noon Saturday. The rain -
out line will also be updated by 7 a.m. for Sunday games. The GSSA field manager
will be notified immediately of any field closures.
2. After games have begun and inclement weather becomes a factor, GSSA officials
shall follow the same guidelines for deciding cancellation or postponement.
CITY Staff Guidelines for Implementation
1. The primary responsibility, within the Park Maintenance staff, for making field
closure decisions rests with the Parks Supervisor.
Billy Campbell, City Manager
March 10, 2004
Page 12
2. In the Parks Supervisor's absence, the appropriate Park Division designee shall
make the decision concerning Athletic Field Closures.\
Nntifir,atinnc
1. The appropriate GSSA Field Manager has the responsibility to notify the GSSA and
the participants about the field closure decision.
2. The CITY staff will place notification of field conditions on the "field condition" phone
line (817- 481 -1596) by 3:00 p.m. on weekdays and 7:00 a.m. on weekends when
activities are scheduled. The information line phone number is subject to change.
The CITY will provide GSSA with revisions.
3. The Parks Supervisor must receive a minimum of 24 -hours prior notification during
normal business hours any request to reschedule games. If 24 -hour notice is not
received the field may not be prepared for use.
4. If a game is canceled due to rain, that game cannot be moved to another field
without the approval of the Parks Supervisor or his designee.
5. Associations are required to comply with and enforce all posted facility signage.
Billy Campbell, City Manager
March 10, 2004
Page 13
EXHIBIT "C"
2004 FIELD REQUIREMENTS
SPRING
Division
Opening
Day
Estimated
Teams
League
Games
Weeks of
Season
Weeks of
Tournament
Practices
per Week
U4
2/28/04
14
8
8
N/A
1
U5
2/28/04
40
8
8
N/A
1
U6
2/28/04
38
8
8
N/A
1
U7G
2/28/04
10
8
8
N/A
1
U713
2/28/04
22
8
8
N/A
1
U8G
2/28/04
12
8
8
1
1
U813
2/28/04
20
8
8
1
1
U9G
2/28/04
14
10
10
1
2
U913
2/28/04
14
10
10
1
2
U 10G
2/28/04
12
10
10
1
2
U10B
2/28/04
10
10
10
1
2
U 11 G
2/28/04
6
10
10
1
2
U 11 B
2/28/04
6
10
10
1
2
U 12G
2/28/04
4
10
10
1
2
U 12 B
2/28/04
4
10
10
1
2
U 13G
2/28/04
3
10
10
1
2
U13B
2/28/04
3
10
10
1
2
U 14G
2/28/04
2
10
10
1
2
U 14M
2/28/04
2
10
10
1
2
U 15G
2/28/04
1
10
10
1
2
U15B
2/28/04
1
10
10
1
2
U 16G
2/28/04
1
10
10
1
2
U16B
2/28/04
1
10
10
1
2
U 17G
2/28/04
1
10
10
1
2
U17B
2/28/04
1
10
10
1
2
U 18G
2/28/04
1
10
10
1
2
U18B
2/28/04
1
10
10
1
2
U 19G
2/28/04
1
10
10
1
2
U19B
2/28/04
2
10
10
1
2
=> Estimated Number of Participants Overall:
=> No games scheduled:
Billy Campbell, City Manager
March 10, 2004
Page 14
FIELD REQUIREMENTS -- SPRING:
Fields
Practice Dates
Game Dates
Bob Jones Park
Soccer Fields
2/9/04 — 5/23/04
2/28/04
Carroll Elementary School
Soccer Practice Area
2/9/04 — 5/23/04
No games
Johnson Elementary School
Soccer Practice Area
2/9/04 — 5/23/04
No games
St. Martins
Practice Fields # 1 and # 2
2/9/04 — 5/23/04
No games
Old Union Soccer Practice Area
2/9/04 — 5/23/04
No games
Eubanks South Fields
2/9/04 — 5/23/04
No games
Durham Elementary #1 and #2
2/9/04 — 5/23/04
No games
Rockenbaugh Elementary School
2/9/04 — 5/23/04
No games
=* Tournament Play: May
Billy Campbell, City Manager
March 10, 2004
Page 15
EXHIBIT "C"
2004 FIELD REQUIREMENTS
FALL
Division
Opening
Day
Estimated
Teams
League
Games
Weeks of
Season
Weeks of
Tournament
Practices
per Week
U5
9/4/04
44
8
8
N/A
1
U6
9/4/04
42
8
8
N/A
1
U7G
9/4/04
12
8
8
N/A
1
U713
9/4/04
24
8
8
N/A
1
U8G
9/4/04
14
8
8
1
1
U813
9/4/04
22
8
8
1
1
U9G
9/4/04
16
10
10
1
2
U913
9/4/04
16
10
10
1
2
U 10G
9/4/04
12
10
10
1
2
U10B
9/4/04
6
10
10
1
2
U 11 G
9/4/04
6
10
10
1
2
U 11 B
9/4/04
4
10
10
1
2
U 12G
9/4/04
4
10
10
1
2
U 12 B
9/4/04
3
10
10
1
2
U 13G
9/4/04
3
10
10
1
2
U13B
9/4/04
2
10
10
1
2
U 14G
9/4/04
2
10
10
1
2
U 14M
9/4/04
1
10
10
1
2
U 15G
9/4/04
1
10
10
1
2
U15B
9/4/04
1
10
10
1
2
U 16G
9/4/04
1
10
10
1
2
U16B
9/4/04
1
10
10
1
2
U 17G
9/4/04
1
10
10
1
2
U17B
9/4/04
1
10
10
1
2
U 18G
9/4/04
1
10
10
1
2
U18B
9/4/04
1
10
10
1
2
U 19G
9/4/04
1
10
10
1
2
U19B
9/4/04
2
10
10
1
2
Estimated Number of Participants Overall: 2822
No Games schedule on the following dates:
Billy Campbell, City Manager
March 10, 2004
Page 16
FIELD REQUIREMENTS - -FALL
Fields
Practice Dates
Game Dates
Bob Jones Park
Soccer Fields
8/23/04 — 11/20/04
9/4/04 — 11/20/04
Carroll Elementary School
Soccer Practice Area
8/23/04 — 11/20/04
No games
Johnson Elementary School
Soccer Practice Area
8/23/04 — 11/20/04
No games
St. Martins
Practice Fields # 1 and # 2
8/23/04 — 11/20/04
No games
Old Union Soccer Practice Area
8/23/04 — 11/20/04
No games
Eubanks South Fields
8/23/04 — 11/20/04
No games
Durham Elementary #1 and #2
8/23/04 — 11/20/04
No games
Rockenbaugh Elementary School
8/23/04 — 11/20/04
No games
=> Tournament Play Mid December
Billy Campbell, City Manager
March 10, 2004
Page 17
EXHIBIT D
2003 CONCESSION AGREEMENT
The parties to this request which are in understanding and agreement are the
CITY of Southlake, Texas, herein called "CITY," and the Grapevine Southlake
Soccer Association, herein called "GSSA."
The parties agree and understand to the following:
1. The "EXHIBIT D - 2003 Concessions Agreement" is for the concession stand
located at the soccer fields at Bob Jones Park, 3975 North White Chapel.
2. The term of this agreement shall coincide with the 2004 Facilities Utilization
Agreement between the City and GSSA.
3. GSSA may utilize the beverage, food, service vendor of their choice on an
interim basis until such time as the City enters into an agreement for the
provision of a specific vended item for Bob Jones Park. The City shall provide
thirty (30) days notice to GSSA regarding the effective date of such an
agreement and GSSA agrees that it will cease selling any other corresponding
vended items other than those that are provided for in the City approved
agreement.
4. GSSA shall at all times during the duration of this agreement maintain the
inside of the concession stands and shall be responsible for all fixtures,
appliances, and all equipment necessary for storage, preparation, and serving of
food and drinks in a clean, safe, sanitary manner commensurate with similar City
facilities in compliance with City, County and State statutes and ordinances and
acceptable to applicable agencies. The City shall be responsible for all
maintenance and repairs to the permanent physical structure of the building,
such as electrical wiring, plumbing, and other structural components.
5. GSSA shall be subject to pass an annual inspection at the Bob Jones Park
concession stand by the Tarrant County Health Department. The Association is
also responsible for any Health Department Certificates and the posting of such
certificates in the concession stand.
6. GSSA shall be required to police the area of all trash, garbage, paper, boxes,
cartons, cans, containers, litter, etc., generated by the concession stand.
Adequate trash receptacles shall be furnished by the City.
Billy Campbell, City Manager
March 10, 2004
Page 18
7. GSSA shall be responsible for the installation, maintenance and service of
telephones and public address systems. All utility and communication lines will
be installed below ground. Written permission must be received from the City
prior to any installations or repairs of utility and communication lines. Monthly
telephone bills will be the responsibility of the Association.
8. GSSA shall be responsible for keeping on only the essential appliances
during non - operating hours. Only refrigerators, freezers and ice machines may
be left on. Air conditioners and lights shall be turned off when not in use. GSSA
shall be responsible for the upkeep and maintenance of GSSA owned
equipment. GSSA waives any claim against the CITY for loss of or damage to
equipment or inventory stored in storage area or in the concession stand.
9. The purchase, maintenance and operation of vending equipment shall be the
responsibility of GSSA with the exception of any equipment purchased in part by
the City which shall then be owned in full and maintained by the City.
10. GSSA shall be responsible for securing insurance for any inventory owned
by the Association. The CITY will not allow unsupervised admission to the
concession stand during non use hours by GSSA.
11. The CITY will furnish GSSA one key to the concession stand. GSSA must
keep a log listing the recipients of any duplicate concession stand keys that are
issued.
12. The CITY shall be responsible for all water and electric bills for the
concession stand.
13. The CITY shall be responsible for underground utility line and pipes leading
to and from the concession stand. The CITY is responsible for the building
structure of the concession stand. The CITY shall be responsible for any
mechanical maintenance or repairs on CITY owned equipment within the
concession stand.
14. The CITY reserves the right to utilize the concession stand when not in use
by GSSA. CITY agrees to provide 48 -hours notice to GSSA prior to such use.
15. Modifications to the structure are strictly prohibited without the express
written consent of the Director of Community Services. This includes, but is not
limited to, screws, bolts, or anchors in walls, additional fixtures, counter top
changes, and the mounting of items from the ceilings.
Billy Campbell, City Manager
March 10, 2004
Page 19
Billy Campbell, City Manager
March 10, 2004
Page 20
CITY OF SOUTHLAKE
PARKS AND RECREATION DIVISION
2003 FACILITIES UTILIZATION AGREEMENT (AMENDED)
The parties to this agreement are the City of Southlake, Texas, herein called "CITY ",
and the Southlake Baseball Association, herein called "SBA ".
FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties
agree as follows:
I. PREMISES
The CITY agrees to provide game fields and practice fields as defined by Exhibit "D ",
SBA Field requirements. SBA shall provide field requirements and dates for Spring and
Fall seasons to CITY at least 30 days prior to opening day of a season. Facilities in
Exhibit "D" are herein called "Premises" in accordance with the terms of this Agreement.
II. SEASONS AND HOURS
The seasons of this Agreement shall be Spring Season, Fall Season and All Stars on
the days of Monday through Sunday, with each facility usage to not begin before 4:00
p.m. on weekdays or 8:30 a.m. on Saturdays, and 12:00 p.m. on Sundays. SBA agrees
to stop play (includes games and practices) by 10:00 p.m. on Sunday thru Thursday,
and 11:00 p.m. on Friday and Saturday. Lights will be turned out respectively at 10:30
p.m. on Sunday thru Thursday, and 11:30 p.m. on Friday and Saturday. Exception:
Times for usage of lights may be extended for tournament play with prior
notification and permission from the Director of Community Services.
The following are approximate dates for significant activities:
Coach Look
Practice Begins
Opening Day:
Bronco, Pony, Shetland
Pinto, Mustang
Colt,
End of Regular Season
All Stars
Spring
January 24, 2004
February 16, 2004
March 22, 2004
May 26, 2004
June /July
Fall
September 6, 2004
September 14, 2004
September 27, 2004
November 2, 2004
N/A
The facilities provided by this Agreement are herein called "Premises."
Billy Campbell, City Manager
March 10, 2004
Page 21
111���:71G1
This agreement will be effective the date signed by the mayor and will terminate no later
than May 31, 2004. At the City's option and mutual agreement with SBA, the contract
will be automatically renewed annually for a period of twelve (12) months. If the City
exercises the right in writing, SBA shall update and submit any documents required
during the initial solicitation by no later than sixty (60) calendar days prior to the
commencement of the option period. The documents, if applicable, will include, but are
not limited to proof of insurance, league start and end dates, amendments to the
agreement, etc. Substantial amendments to this agreement must be approved by City
Council.
IV. FEES AND ASSIGNMENT
SBA shall not charge any fees for admission without prior approval of the Parks and
Recreation Board for any event. (Example: approved tournaments) SBA reserves the
right to request a voluntary donation for admission to events other than regularly
scheduled league games. SBA agrees to provide signs clearly indicating donations are
requested only for the SBA activity occurring on Premises. Access to other Premises
activities shall be clearly available. SBA shall not assign this agreement nor shall it rent
out any property of the CITY without prior written consent of the CITY.
V. UNLAWFUL ACTIVITIES
SBA shall not engage in any activities on the premises which are in violation of any
existing state, federal, local law or use the premises in such a manner as to constitute
any hindrance for other park patrons engaged in lawful activities.
VI. PERMISSION FOR INSTALLATION OR CONSTRUCTION
SBA, in accordance with the City's Donation Policy shall submit for approval of any
proposal to install or construct temporary or permanent structures, signs, equipment, or
other related items. SBA is allowed a maximum of two (2) signs per field listing SBA
sponsors for the current and previous year. Signs are not to exceed the size of (4 feet X
8 feet). A pennant style sign will be allowed on each field that lists the previous years
season winners. The signs are not to exceed the size of (3 feet X 5 feet).
VII. INDEMNITY
SBA SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS
AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL CLAIMS FOR
Billy Campbell, City Manager
March 10, 2004
Page 22
BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR
PROPERTY DAMAGE ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION
COMMITTED BY SBA OFFICIALS, PLAYERS, MEMBERS, OFFICERS, OR
EMPLOYEES OF THE CITY IN CONNECTION WITH THE ACTIVITIES CONDUCTED
UNDER THIS AGREEMENT. THIS INDEMNIFICATION SHALL SPECIFICALLY
INCLUDE ANY CLAIMS ARISING FROM THE NEGLIGENCE OF, TORTUOUS
ACTIVITY OF, OR VIOLATION OF STATUTE BY THE CITY, ITS AGENTS,
OFFICIALS AND EMPLOYEES.
NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE ANY
GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE OR
ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR
EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY
INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED
INSURED AS PROVIDED IN PARAGRAPH XII OF THIS AGREEMENT.
VIII. FOOD SERVICE
SBA shall ensure that all food or drink prepared, served, sold, or stored complies with
all CITY, state, county and federal law. See attachment "E" for concession stand uses.
IX. DOCUMENTS AND OFFICERS
SBA shall submit to the Parks and Recreation Division a copy of rules and regulations,
charters, constitution, and by -laws of SBA. Names, addresses and phone numbers of all
officers and board members of SBA shall also be submitted to the Parks and Recreation
Division within two weeks after election or appointment.
Southlake Parks and Recreation Division shall submit to SBA the names, addresses
and phone numbers of all appropriate contacts of the Parks and Recreation Division.
X. ROSTERS AND SCHEDULES
SBA shall furnish to the Parks and Recreation Division rosters of all participants
domicile and a listing of the full schedule for the season. The rosters shall be submitted
within two weeks after completion of registration and the full schedule shall be
submitted at least one week prior to the first regular season game. TOURNAMENT
SCHEDULES MUST BE SUBMITTED NOT LESS THAN 14 DAYS PRIOR TO THE
TOURNAMENT.
Billy Campbell, City Manager
March 10, 2004
Page 23
XI. FIELD MANAGER
SBA shall furnish the Parks and Recreation Division the name(s) and telephone
number(s) of person(s) designated as field manager(s). It shall be the responsibility of
the field manager to meet with and discuss field conditions with a Parks and Recreation
Division representative. It shall also be the responsibility of the field manager to submit
a work order form to the Parks and Recreation Division to request any maintenance not
specifically mentioned within this agreement or any needed repairs or supplies. The
SBA Field Manager shall meet before each season with the designated City
representative to be briefed on maintenance procedures and techniques.
XII. COMMUNICATION
All substantial issues and conflicts shall be discussed between the Director of
Community Services and the President of SBA or their designee.
XIII. INSURANCE
SBA at its own expense, shall obtain and keep in force during the term of this
agreement public liability insurance as will protect SBA and CITY from all claims for
damages to property and persons, and such insurance policy shall carry the CITY of
Southlake as an additional insured, in an amount of at least one million dollars
($1,000,000) with such policy designed to cover the cost of defense and liability for
injuries suffered by competitors in the organized athletic activity. The insurance shall
protect CITY from and against all liability for claims arising out of or in connection with
SBA's use and occupation of the premises. All insurance shall be issued by a company
or companies of sound and adequate financial responsibility and authorized to do
business in Texas.
The type and limit of liability insurance is as follows:
TYPE MINIMUM LIMIT
Comprehensive General $1,000,000- Combined Single Limit Coverage
Public Liability For Bodily Injury and Property Damage
$1,000,000 -On a Per Occurrence Basis, and
Medical Payment Coverage
All insurance policies shall be subject to the examination and approval of the Office of
the CITY Manager for Southlake, for their adequacy as to content, protection and
named insurance company. SBA shall furnish to CITY copies of such insurance policies
within (30) thirty days of the execution of this Agreement or prior to the commencement
Billy Campbell, City Manager
March 10, 2004
Page 24
of any activities by SBA at the CITY of Southlake Park Facilities, whichever comes first.
SBA understands and agrees that it has the sole responsibility to provide this
information and that failure to timely comply with the requirements under this Article
shall be cause for termination of this Agreement.
Insurance required by this Agreement for the CITY as additional insured or an additional
named insured shall be primary insurance and not contributing with any other insurance
available to CITY under any third party liability policy.
SBA further agrees that with respect to the above required insurance, the CITY shall:
A. Be named as an additional insured or an insured, as its interest may appear.
B. Be provided with a waiver of subrogation, in its favor.
SBA agrees to procure insurance to cover accident medical expenses for all players.
This insurance benefit will be designed to pay the excess of any expenses payable by
other valid and collectible insurance to an insured person for an injury caused by a
covered accident.
XIV. FIELD USAGE FEE
SBA agrees to pay the CITY a non - refundable field usage fee of $8.00 per player per
season to help offset the costs for lighting and maintaining fields in playing condition.
This fee is due to the Southlake Parks and Recreation Division within three (3)
weeks after completion of regular registration.
XV. PUBLIC ADDRESS SYSTEM
No Public address system may be used after 8:00 p.m.
XVI. COMMISSIONER
SBA agrees to provide a league representative on -site at each SBA organized league or
tournament game held on the premises.
XVII. EXHIBITS
The CITY and SBA agree that the exhibits attached to this agreement are incorporated
into this agreement as if set out in their entirety. Exhibits included are:
Billy Campbell, City Manager
March 10, 2004
Page 25
1. MAINTENANCE EXHIBITS
"A" Maintenance Agreement for Public Fields
2. CLOSURE OF ATHLETIC FIELDS EXHIBITS
"B" Field Inspection and Closure Agreement
3. STORAGE FACILITIES AGREEMENT
"C" CITY Storage Location Assignments
4. SBA FIELD REQUIREMENTS
"D" 2003 Field Requirements
5. Concession Stand
"E" 2003 Concession
XVIII. SCHEDULING
The CITY reserves the right to utilize the premises when SBA activities are not
scheduled. If SBA fails to use the premises for its designated and scheduled activities,
the CITY may terminate Agreement.
XIX. DEFAULT
If either party, CITY or SBA, violates any term of this Agreement, either party may find
the other in default and terminate the Agreement. Any termination will be made with a
thirty (30) day notice and the right to cure within ten (10) days after providing written
notice to the party in default.
XX. JOINT EFFORTS
This agreement was prepared by the joint efforts of the parties to the agreement.
This Agreement is made and entered into on the day of
2004.
CITY of SOUTHLAKE
Lori Farwell, City Secretary
Approved as to form
City Attorney
by:
Andy Wambsganss, Mayor
City of Southlake
Keith Metzger, President
Southlake Baseball Association
Billy Campbell, City Manager
March 10, 2004
Page 26
This Agreement approved by the Board of Directors, Southlake Baseball Association,
and entered into the minutes of the Board meeting held , 20
Secretary
Southlake Baseball Association
Billy Campbell, City Manager
March 10, 2004
Page 27
EXHIBIT "A"
MAINTENANCE AGREEMENT FOR PUBLIC FIELDS
1. The CITY shall maintain the infield and all turf areas in the outfield to include
mowing, weed control, fertilizing and herbicide spraying.
2. The CITY shall perform all pre- season clay and turf maintenance to include adding
soil conditioners, clay renovation, and cutting infield arcs and base paths. The CITY
shall build the pitcher's mound if needed. The CITY shall also provide clay, sand,
soil, etc. to be used in leveling or back filling low areas when deemed necessary.
3. The CITY will drag and line the fields for the initial games Monday- Saturday. All
other games will be the responsibility of SBA. SBA shall chalk and stripe as required
during weekend games. If SBA needs weekend preparation by the CITY beyond
what is provided through the agreement, a fee of $15.00 per hour /per staff member
will be charged. Requests must be made no later than 2:00 p.m. on the Thursday
prior to the game.
4. SBA shall be responsible for payment of any damage caused to the fields with
regards to the dragging of the infields if found to be caused by SBA. This includes
but is not limited to sprinklers heads, bases, base plugs, base anchors, quick
couplers, and the outfield grass apron.
5. All equipment used by SBA must be approved by the Parks and Recreation Division
and all users must complete a training course provided by the parks maintenance
employees prior to the beginning of the season.
6. The CITY shall mark all foul lines.
7. The CITY shall maintain all backstops, fences, and gates. SBA will ensure that the
fencing will not be used for warm -up hitting causing damage. SBA will ensure
that soft toss will not be allowed except in designated soft toss areas. SBA will
ensure that no pitching machines will be set up to disperse balls directly into
the side of the fencing. The pitching machine can be used on Pitcher's mound,
batting cage or against pitching practice fence only. Damage to fencing as a result of
warm up hitting, soft toss, or other activities may result in SBA being responsible for
payment of any repair to damaged fencing.
8. The CITY shall maintain all bleachers and dugout. SBA shall be responsible for
providing locks and chains for all dugouts. SBA shall also provide two (2) sets of
keys to the Parks Supervisor.
Billy Campbell, City Manager
March 10, 2004
Page 28
9. The CITY shall provide and maintain all area and ball field lighting systems.
10.The CITY shall be responsible for the maintenance of any infield irrigation system
and watering of the infield. The CITY shall be responsible for the maintenance of any
outfield irrigation systems and watering of the outfield areas.
11. The CITY shall maintain the rest rooms in a sanitary condition.
12.The CITY shall be responsible for all scoreboards and the lines leading to the
scoreboards. SBA shall maintain and provide any repairs to the scoreboard control
boxes and pay for replacement of the scoreboard control boxes if misplaced or lost
by SBA.
13.The CITY shall provide and install the home plate and base plugs and anchors. Any
base plugs lost will be replaced by SBA.
14.SBA shall be responsible for daily game day collection of all litter on their fields to
include playing areas, dugouts, fences, backstops, bleachers, concession stands
and adjacent grounds. IF WITHIN THE CITY'S JUDGEMENT, SBA DOES NOT
COMPLY WITH LITTER COLLECTION, A NOTIFICATION LETTER WILL BE
ISSUED BY THE CITY REQUESTING IMMEDIATE COMPLIANCE. IF THE CITY
DEEMS, FURTHER NON - COMPLIANCE WILL RESULT IN A FEE OF $15.00
HOUR /PERSON FOR LITTER CLEAN UP. All litter shall be placed in the
receptacles provided by the CITY. The CITY shall provide pick up for these
receptacles.
15.SBA is prohibited from performing any maintenance to any turf or infield areas
(except as stated in #3, 4, 5 above), without permission from the CITY.
16.SBA shall ensure that all secured areas remain locked and /or are locked at the
completion of each activity. SBA shall chain gates to the fields after the conclusion of
all practices and games. The CITY will provide the Field Manager keys necessary
for emergency access to main gate(s) and to all field gates.
17. SBA shall ensure that all field lights are turned off at the completion of all practices
and games in accordance with Section II. Seasons and Hours. Under no
circumstances should the lights be left on when fields are not in use. If SBA fails to
do so they may be assessed a utility bill for the additional cost of electricity. The
amount will be determined based on the adopted fee schedule. The CITY will
provide the Field Manager keys necessary for access to all light switches.
Billy Campbell, City Manager
March 10, 2004
Page 29
18. The CITY shall maintain all fencing associated with batting cages and SBA will
maintain and secure all nettina.
19.SBA will provide all necessary maintenance equipment, used for its purposes, not
specifically named in this agreement.
20.City Ordnance No. 827, Chapter 12, Section 12 -32 paragraph 17 states that the
Director of Community Services or his designated representative is authorized to
assign any game field owned or leased by the City as a closed field for maintenance
or to protect the surface of the game field from damage. It shall be unlawful for non -
City employees to go upon a field which has been designated as a closed field and
has posted thereon a sign stating "Closed Field — Do not trespass on this field $250 -
$500 Fine."
Billy Campbell, City Manager
March 10, 2004
Page 30
EXHIBIT "B"
FIELD INSPECTION AND CLOSURE AGREEMENT
Reasons for Athletic Field Closure or Postponement
1. Raining at game time.
2. Playing field too wet.
3. Athletic Fields need to be closed in the interest of participant safety and /or
preservation of good playing surfaces.
CITY Procedures for Athletic Field Closures
(Weekdays)
1. The CITY will inspect Athletic Fields by 3:00 p.m. and will, as a means of
communication, list any closing on the CITY rain -out line (817- 481 - 1596). The Parks
Supervisor or his designee will have the final responsibility for canceling games with
regards to field conditions for weekday games.
2. After games have begun and inclement weather becomes a factor, SBA officials
shall follow the same guidelines for deciding cancellation or postponement.
(Weekends)
1. The Parks Supervisor or his designee will monitor the weather and field conditions
and consult with the appropriate SBA Field Manager, Commissioner, or their
designate, about the status of the field(s) by 7:00 a.m. Saturday morning. Status for
Saturday p.m. games may be reevaluated at the discretion of the Parks Supervisor
at 11:30 a.m. and the field decision will be made prior to Noon Saturday. The rain -
out line will also be updated by 7 a.m. for Sunday games. The SBA field manager
will be notified immediately of any field closures.
2. After games have begun and inclement weather becomes a factor, SBA officials
shall follow the same guidelines for deciding cancellation or postponement.
CITY Staff Guidelines for Implementation
1. The primary responsibility, within the Park Maintenance staff, for making field
closure decisions rests with the Parks Supervisor.
Billy Campbell, City Manager
March 10, 2004
Page 31
2. In the Parks Supervisor's absence, the appropriate Park Division designee shall
make the decision concerning athletic field closures.
3. SBA shall be responsible for any damage created by play on a field that was closed
due to field conditions.
Notifications
1. The appropriate SBA Field Manager has the responsibility to notify the SBA and the
participants about the field closure decision.
3. The CITY staff will place notification of field conditions on the "field condition" phone
line (817- 481 -1596) by 3:00 p.m. on weekdays and 7:00 a.m. on weekends when
activities are scheduled. The information line phone number is subject to change.
The CITY will provide SBA with revisions.
3. The Parks Supervisor must receive a minimum of 24 -hours prior notification during
normal business hours any request to reschedule games. If 24 -hour notice is not
received the field may not be prepared for use.
4. If a game is canceled due to rain, that game cannot be moved to another field
without the approval of the Parks Supervisor or his designee.
5. Associations are required to comply with and enforce all posted facility signage.
Billy Campbell, City Manager
March 10, 2004
Page 32
EXHIBIT "C"
STORAGE FACILITIES AGREEMENT
1. SBA shall have use of the storage area located at 450 W. Southlake Blvd. in the
concession building. This storage area will be shared with Southlake Parks and
Recreation.
2. The term of this agreement for storage usage shall be from January 1 through
December 31 of year of the Facilities Agreement.
3. The CITY will check out a key to SBA at the beginning of the season and the key
must be returned to the Parks and Recreation office within the first week after the
conclusion of the season.
4. CITY storage areas are reserved for CITY purposes only and access is limited to
CITY personnel.
5. SBA waives any claim against the CITY for loss of or damage to equipment stored in
storage area.
Billy Campbell, City Manager
March 10, 2004
Page 33
EXHIBIT "D"
2004 FIELD REQUIREMENTS
SPRING
Division
Opening
Day
Estimated
Teams
League
Games
Weeks
of
Season
Weeks of
Tournament
Practices
per Week
SHETLAND
3/22/04
20
10
10
8
2
PINTO
3/22/04
25
14
10
8
2
MUSTANG
3/22/04
21
14
10
8
2
BRONCO
3/22/04
16
14
10
8
2
PONY
3/22/04
11
14
10
8
2
COLT
1 3/22/04
2
14
10
8
2
FIELD REQUIREMENTS:
Fields
Practice Dates
Game Dates
Bicentennial #4
N/A
03/22/04- 05/26/04
Bicentennial #5
N/A
03/22/04- 05/26/04
Bicentennial #6
N/A
03/22/04- 05/26/04
Bicentennial #7
N/A
03/22/04- 05/26/04
Bicentennial #8
N/A
03/22/04- 05/26/04
Bicentennial #9
N/A
03/22/04- 05/26/04
Bicentennial #10
N/A
03/22/04- 05/26/04
Durham #2
2/16/04 — 5 -26/04
N/A
Old Union
2/16/04 — 5 -26/04
N/A
Chesapeake Park
2/16/04 — 5 -26/04
N/A
Koalaty Park #2 & #4
2/16/04 — 5 -26/04
N/A
Texas School of Baseball
(2 small fields)
2/16/04 — 5 -26/04
N/A
Only teams that are still participating in the All -Star activities shall be permitted to
continue practicing.
Easter in the Park: April 3, 2004
Estimated number of participants: 950
Billy Campbell, City Manager
March 10, 2004
Page 34
EXHIBIT "D"
2004 FIELD REQUIREMENTS
FALL
Division
Opening
Day
Estimated
Teams
League
Games
Weeks
of
Season
Weeks of
Tournament
Practices per
Week
SHETLAND
9/27/04
13
8
9
N/A
2
PINTO
9/27/04
18
10
9
N/A
2
MUSTANG
9/27/04
16
12
9
N/A
2
BRONCO
9/27/04
10
12
9
N/A
2
PONY
9/27/04
7
12
9
N/A
2
COLT
9/27/04
1
12
9
N/A
2
FIELD REQUIREMENTS:
Fields
Practice Dates
Game Dates
Bicentennial #4
N/A
09/27/04-11/02/04
Bicentennial #5
N/A
09/27/04-11/02/04
Bicentennial #6
N/A
09/27/04-11/02/04
Bicentennial #7
N/A
09/27/04-11/02/04
Bicentennial #8
N/A
09/27/04-11/02/04
Bicentennial #9
N/A
09/27/04-11/02/04
Bicentennial #10
N/A
09/27/04-11/02/04
Durham #2
9/14/04 — 11/2/04
N/A
Bicentennial Practice
Fields
# 1 -4
9/14/04 — 11/2/04
N/A
Old Union
9/14/04 — 11/2/04
N/A
Chesapeake Park
9/14/04 — 11/2/04
N/A
Koalaty Park #2 & #4
9/14/04 — 11/2/04
N/A
Texas School of Baseball
(2 small fields)
9/14/04 — 11/2/04
N/A
::::::> Estimated number of participants: 650
Billy Campbell, City Manager
March 10, 2004
Page 35
EXHIBIT "E"
2003 CONCESSION AGREEMENT
The parties to this request which are in understanding and agreement are the CITY of
Southlake, Texas, herein called "CITY," and the Southlake Baseball Association, herein
called "SBA."
The parties agree and understand to the following:
1. SBA will at all times during the term of this agreement maintain the concession stand
in a sanitary manner in compliance with CITY, County and State statutes and
ordinances.
2. SBA is responsible to ensure that the concession stand passes inspection by the
County Health Department and that the health permit issued be posted in the
concession stand.
3. SBA shall clear the area of all trash, garbage, paper, containers, litter, etc.
generated by the concession stand. A dumpster and trash receptacles are furnished by
the CITY.
4. The CITY will furnish SBA one key to the concession stand. This key must be
returned to the Parks and Recreation office within one week after the conclusion of the
season.
5. The CITY shall be responsible for all water and electric bills for the concession
stand.
6. The CITY shall be responsible for underground utility line and pipes leading to and
from the concession stand. The CITY is responsible for the building structure of the
concession stand. The CITY shall be responsible for any mechanical maintenance or
repairs on CITY owned equipment within the concession stand.
7. SBA shall be responsible for keeping on only the essential appliances during non -
operating hours. Only refrigerators, freezers and ice machines may be left on. Air
conditioners and lights shall be turned off when not in use. SBA shall be responsible for
the upkeep and maintenance of SBA owned equipment. SBA waives any claim against
the CITY for loss of or damage to equipment or inventory stored in storage area or in
the concession stand.
Billy Campbell, City Manager
March 10, 2004
Page 36
8. SBA shall be responsible for securing insurance for any inventory owned by
Association. The CITY will not allow unsupervised admission to the concession stand
during non use hours by SBA.
9. The CITY reserves the right to utilize the concession stand when not in use by SBA.
CITY agrees to provide 72 -hour notice to SBA prior to such use.
10. The CITY agrees to not allow harvesting of the ice machine on days with scheduled
SBA games.
11. The attachment "2003 Concessions Agreement" is for the concession stand located
at 450 W. Southlake Blvd.
Billy Campbell, City Manager
March 10, 2004
Page 37
CITY OF SOUTHLAKE
PARKS AND RECREATION DIVISION
2003 FACILITIES UTILIZATION AGREEMENT (AMENDED)
The parties to this agreement are the City of Southlake, Texas, herein called "City ", and
the Southlake Carroll Lacrosse Association, herein called "SCLA."
FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties
agree as follows:
I. PREMISES
City agrees to provide fields as defined by Exhibit "C ", SCLA Field requirements.
Facilities in Exhibit "C" are herein called "Premises" in accordance with the terms of this
Agreement.
II. SEASONS AND HOURS
The seasons of this Agreement shall be Spring Season, Fall Season on the days of
Monday through Friday, with each facility usage to not begin before 4:00 p.m. on
weekdays or 8:00 a.m. on Saturdays, and 10:00 a.m. on Sundays. SCLA agrees to stop
play (includes games and practices) by 9:00 p.m. on Sundays and 10:00 p.m. on
Monday- Saturday. Exception: times for usage of lights may be extended for
tournament play with prior notification and permission from the Director of
Community Services.
The following are approximate dates for significant activities:
Spring Summer Fall
Practice Begins January 7, 2004 June 5, 2004 August 30, 2004
Practice Ends May 16, 2004 August 9, 2004 December 12, 2004
1111111111111111OW11
This agreement will be effective the date signed by the mayor and will terminate no later
than May 31, 2004. At the City's option and mutual agreement with SCLA, the contract
will be automatically renewed annually for a period of twelve (12) months. If the City
exercises the right in writing, SCLA shall update and submit any documents required
during the initial solicitation by no later than sixty (60) calendar days prior to the
commencement of the option period. The documents, if applicable, will include, but are
not limited to ,proof of insurance, league start and end dates, amendments to the
Billy Campbell, City Manager
March 10, 2004
Page 38
agreement, etc. Substantial amendments to this agreement must be approved by City
Council.
IV. FEES AND ASSIGNMENT
SCLA shall not charge any fees for admission without prior approval of the Parks and
Recreation Board for any event. Access to other Premises activities shall be clearly
available. SCLA shall not assign this agreement nor shall it rent out any property of the
City without prior written consent of the City.
V. UNLAWFUL ACTIVITIES
SCLA shall not engage in any activities on the premises which are in violation of any
existing state, federal, local law or use the premises in such a manner as to constitute
any hindrance for other park patrons engaged in lawful activities.
SCLA SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS
AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL CLAIMS FOR
BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR
PROPERTY DAMAGE ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION
COMMITTED BY SCLA OFFICIALS, PLAYERS, MEMBERS, OFFICERS, OR
EMPLOYEES OF THE CITY IN CONNECTION WITH THE ACTIVITIES CONDUCTED
UNDER THIS AGREEMENT. THIS INDEMNIFICATION SHALL SPECIFICALLY
INCLUDE ANY CLAIMS ARISING FROM THE NEGLIGENCE OF, TORTIOUS
ACTIVITY OF, OR VIOLATION OF STATUTE BY THE CITY, ITS AGENTS,
OFFICIALS AND EMPLOYEES.
NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE ANY
GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE OR
ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR
EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY
INSURANCE COVERAGE OR THE CITY'S STATUS AS AN ADDITIONAL NAMED
INSURED AS PROVIDED IN PARAGRAPH XII OF THIS AGREEMENT.
VII. DOCUMENTS AND OFFICERS
SCLA shall submit to the Southlake Parks and Recreation Division a copy of rules and
regulations, charters, constitution, and by -laws of SCLA. Names, addresses and phone
Billy Campbell, City Manager
March 10, 2004
Page 39
numbers of all officers and board members of SCLA shall also be submitted to the
Parks and Recreation Division within two weeks after election or appointment.
Southlake Parks and Recreation Division shall submit to SCLA the names, addresses
and phone numbers of all appropriate contacts of the Parks and Recreation Division.
VIII. ROSTERS AND SCHEDULES
SCLA shall furnish to the Parks and Recreation Division rosters of all participants
domicile and a listing of the full schedule for their practice season. The rosters shall be
submitted within two weeks after completion of registration and the full schedule of
practices shall be submitted at least one week prior to the first practice.
IX. FIELD MANAGER
SCLA shall furnish the Parks and Recreation Division the name(s) and telephone
number(s) of person(s) designated as field manager(s). It shall be the responsibility of
the field manager to meet with and discuss field conditions with a Parks and Recreation
Division representative. It shall also be the responsibility of the field manager to submit
a work order form to the Parks and Recreation Division to request any maintenance not
specifically mentioned within this agreement or any needed repairs or supplies. The
SCLA Field Manager shall meet before each season with the designated City
representative to be briefed on maintenance procedures and techniques.
X. COMMUNICATION
All substantial issues and conflicts shall be discussed between the Director of
Community Services and President of SCLA or their designee.
XI. INSURANCE
SCLA at its own expense, shall obtain and keep in force during the term of this
agreement public liability insurance as will protect SCLA and CITY from all claims for
damages to property and persons, and such insurance policy shall carry the City of
Southlake as an additional insured, in an amount of at least one million dollars
($1,000,000) with such policy designed to cover the cost of defense and liability for
injuries suffered by competitors in the organized athletic activity. The insurance shall
protect CITY from and against all liability for claims arising out of or in connection with
SCLA's use and occupation of the premises. All insurance shall be issued by a
company or companies of sound and adequate financial responsibility and authorized to
do business in Texas.
Billy Campbell, City Manager
March 10, 2004
Page 40
The type and minimum limit of liability insurance is as follows:
TYPE MINIMUM LIMIT
Comprehensive General $1,000,000 - Combined Single Limit
Public Liability Coverage for Bodily Injury and Property
Damage.
$1,000,000- On a Per Occurrence Basis,
and Medical Payment Coverage.
All insurance policies shall be subject to the examination and approval of the City
Attorney for Southlake, for their adequacy as to content, protection and named
insurance company. SCLA shall furnish to CITY certificates of such insurance within
(30) thirty days of the execution of this Agreement or prior to the commencement of any
activities by SCLA at the City of Southlake Park Facilities, whichever event occurs first.
SCLA understands and agrees that it has the sole responsibility to provide this
information and that failure to timely comply with the requirements under the Article
shall be cause for termination of this Agreement.
Insurance required by this Agreement for the CITY as additional named insured shall be
primary insurance and not contributing with any other insurance available to CITY under
any third party liability policy.
SCLA further agrees that with respect to the above required insurance, the CITY shall:
A. Be named as an additional insured or an insured, as its interest may
appear.
B. Be provided with a waiver of subrogation, in its favor.
XII. FIELD USAGE FEE
SCLA agrees to pay the CITY a field usage fee of $8.00 per player per season to help
offset the costs for lighting and maintaining fields in playing condition. This fee is due
to the Southlake Parks and Recreation Division within three (3) weeks after
completion of regular registration.
XIII. COMMISSIONER
SCLA agrees to provide a league representative on -site at each SCLA organized
league or tournament game held on the premises.
Billy Campbell, City Manager
March 10, 2004
Page 41
XIV. EXHIBITS
The City and SCLA agree that the exhibits attached to this Agreement are incorporated
into this Agreement as if set out in their entirety. Exhibits included are:
1. MAINTENANCE EXHIBITS
"A" Maintenance Agreement for Public Fields
2. CLOSURE OF ATHLETIC FIELDS EXHIBITS
"B" Field Inspection and Closure Agreement
3. SCLA FIELD REQUIREMENTS
"C" 2003 Field Requirements
XV. SCHEDULING
The City reserves the right to utilize the premises when SCLA activities are not
scheduled. If SCLA fails to use the premises for its scheduled activities, the City may
terminate this Agreement.
XVI. DEFAULT
If either party, City or SCLA, violates any term of this Agreement, either party may find
the other in default and terminate the Agreement. Any termination will be made with a
thirty (30) day notice and the right to cure within ten (10) days.
XVII. JOINT EFFORTS
This agreement was prepared by the joint efforts of the parties to the agreement.
This Agreement is made and entered into on the day of
2004.
CITY of SOUTHLAKE
Lori Farwell, City Secretary
Approved as to form
City Attorney
by:
Andy Wambsganss, Mayor
City of Southlake
Kelli Riley, President
Southlake Carroll Lacrosse Association
Billy Campbell, City Manager
March 10, 2004
Page 42
This Agreement approved by the Board of Directors, Southlake Carroll Lacrosse
Association, and entered into the minutes of the Board meeting held
20 .
Secretary
Southlake Carroll Lacrosse Association
Billy Campbell, City Manager
March 10, 2004
Page 4'
"A"
MAINTENANCE AGREEMENT FOR PUBLIC FIELDS
1. The Parks and Recreation Division (City) shall maintain markings for CIS field if
used for games and field lighting. All CIS field turf areas to include mowing, weed
control, fertilizing and herbicide spraying are the responsibility of the Carroll
Independent School District. The CITY shall be responsible for mowing, weed
control, fertilizing and herbicide spraying of Texas School of Baseball practice field.
2. The CISD is responsible for the maintenance of any turf irrigation system and
watering of the CIS field. The CITY shall be responsible for the maintenance of any
turf irrigation system and watering of TSB.
3. The SCLA is responsible for the set up and removal of goals, field markings, nets,
and corner flags for all games and practices.
4. SCLA shall be responsible for daily practice collection of all litter on the fields to
include playing areas, fences, bleachers, and adjacent grounds. IF WITHIN THE
CITY'S JUDGEMENT, SCLA DOES NOT COMPLY WITH LITTER COLLECTION, A
NOTIFICATION LETTER WILL BE ISSUED BY THE CITY REQUESTING
IMMEDIATE COMPLIANCE. IF THE CITY DEEMS, FURTHER NON - COMPLIANCE
WILL RESULT IN A FEE OF $15.00 HOUR /STAFF PERSON FOR LITTER CLEAN
UP. (All litter shall be placed in the receptacles provided.)
5. SCLA shall be prohibited from performing any maintenance to any turf areas
without permission from the City and /or CISD.
6. SCLA shall ensure that all field lights are turned off at the completion of all practices
and games in accordance with Section II. Seasons and Hours. Under no
circumstances should the lights be left on when fields are not in use. If SCLA fails to
do so they may be assessed a utility bill for the additional cost of electricity. The
amount will be determined based on the adopted fee schedule. The CITY will
provide the Field Manager keys necessary for access to all light switches.
7. City Ordinance No. 827, Chapter 12, Section 12 -32 paragraph 17 states that the
Director of Community Services or his designated representative is authorized to
assign any game field owned or leased by the City as closed field for maintenance
or to protect the surface of the game field from damage. It shall be unlawful for non -
City employees to go upon a field which has been designated as closed field and
has posted thereon a sign stating "Closed Field —Do Not trespass on this field $250 -
$500 Fine."
Billy Campbell, City Manager
March 10, 2004
Page 44
8. The CITY shall maintain the restrooms in a sanitary condition.
9. SCLA shall ensure that all secured areas remain locked and /or are locked at the
completion of each activity. SCLA shall chain gates to the fields after the conclusion
of all practices and games. The CITY will provide the Field Manager keys necessary
for access to main gate(s) and to all field gates.
Billy Campbell, City Manager
March 10, 2004
Page 45
EXHIBIT "B"
FIELD INSPECTION AND CLOSURE AGREEMENT
Reasons for Athletic Field Closure or Postponement
1. Raining at game time.
2. Playing field too wet.
3. Athletic Fields need to be closed in the interest of participant safety and /or
preservation of good playing surfaces.
CITY Procedures for Athletic Field Closures
(Weekdays)
1. The CITY will inspect athletic fields by 3:00 p.m. and will, as a means of
communication, list any closing on the CITY rain -out line (817- 481 - 1596). The Parks
Supervisor or his designee will have the final responsibility for canceling games with
regards to field conditions for weekday games.
2. After games have begun and inclement weather becomes a factor, SCLA officials
shall follow the same guidelines for deciding cancellation or postponement.
(Weekends)
1. The Parks Supervisor or his designee will monitor the weather and field conditions
and consult with the appropriate SCLA Field Manager, Commissioner, or their
designate, about the status of the field(s) by 7:00 a.m. Saturday morning. Status for
Saturday p.m. games may be reevaluated at the discretion of the Parks Supervisor
at 11:30 a.m. and the field decision will be made prior to noon Saturday. The rain -out
line will also be updated by 7 a.m. for Sunday games. The SCLA field manager will
be notified immediately of any field closures.
2. After games have begun and inclement weather becomes a factor, SCLA officials
shall follow the same guidelines for deciding cancellation or postponement.
CITY Staff Guidelines for Implementation
1. The primary responsibility, within the Park Maintenance staff, for making field
closure decisions rests with the Parks Supervisor.
Billy Campbell, City Manager
March 10, 2004
Page 46
2. In the Parks Supervisor's absence, the appropriate Park Division designee shall
make the decision concerning Athletic Field Closures.
Nntifir,atinnc
1. The appropriate SCLA Field Manager has the responsibility to notify the SCLA and
the participants about the field closure decision.
2. The CITY staff will place notification of field conditions on the "field condition" phone
line (817- 481 -1596) by 3:00 p.m. on weekdays and 7:00 a.m. on weekends when
activities are scheduled. The information line phone number is subject to change.
The CITY will provide SCLA with revisions.
3. The Parks Supervisor must receive a minimum of 24 -hours prior notification during
normal business hours any request to reschedule games. If 24 -hour notice is not
received the field may not be prepared for use.
4. If a game is canceled due to rain, that game cannot be moved to another field
without the approval of the Parks Supervisor or his designee.
5. Associations are required to comply with and enforce all posted facility signage.
Billy Campbell, City Manager
March 10, 2004
Page 47
EXHIBIT "C"
2004 FIELD REQUIREMENTS
FIELD REQUIREMENTS -- SPRING
Fields
Practice Dates
Games Dates
Carroll Intermediate School
01/07/04- 05/16/04
01/07/04- 05/16/04
TSB Large Field
01/07/04- 05/16/04
01/07/04- 05/16/04
FIELD REQUIREMENTS -- SUMMER
Fields
Practice Dates
Games Dates
Carroll Intermediate School
06/05/04- 08/09/04
06/05/04- 08/09/04
TSB Large Field
06/05/04- 08/09/04
06/05/04- 08/0904
FIELD REQUIREMENTS - -FALL
Fields
Practice Dates
Games Dates
Carroll Intermediate School
08/30/04- 12/12/04
08/30/04- 12/12/04
TSB Large Field
08/30/04- 12/12/04
08/30/04- 12/12/04
Billy Campbell, City Manager
March 10, 2004
Page 48
CITY OF SOUTHLAKE
PARKS AND RECREATION DIVISION
2003 FACILITIES UTILIZATION AGREEMENT (AMENDED)
The parties to this agreement are the CITY of Southlake, Texas, herein called "CITY,"
and the Southlake Girls Softball Association, herein called "SGSA."
FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties
agree as follows:
I. PREMISES
The CITY agrees to provide game fields and practice fields as defined by Exhibit "E,"
SGSA Field requirements. SGSA shall provide field requirements and dates for Spring
and Fall seasons to CITY at least 90 days before opening day of a season. Facilities in
Exhibit "E" are herein called "Premises" in accordance with the terms of this Agreement.
II. SEASONS AND HOURS
The seasons of this Agreement shall be Spring Season, Fall Season and tournaments
on the days of Monday through Sunday, with each facility usage to not begin before
4:00 p.m. on weekdays or 8:30 a.m. on Saturdays, and 12:00 p.m. on Sundays. SGSA
agrees to stop play (includes games and practices) by 10:00 p.m. on Sunday thru
Thursday, and 11:00 p.m. on Friday and Saturday. Lights will be turned out respectively
at 10:30 p.m. on Sunday thru Thursday, and 11:30 p.m. on Friday and Saturday.
Exception: Times for usage of lights may be extended during tournament play
with prior notification and permission from the Director of Community Services.
The following are approximate dates for significant activities:
Coach Look
Practice Begins
Opening Day
End of Regular Season
Tournament Play
Spring
February 21, 2004
March 6, 2004
March 27, 2004
May 23, 2004
See Exhibit "D"
FALL
August 21, 2004
August 28, 2004
September 18, 2004
November 20, 2004
See Exhibit "D"
The facilities provided by this Agreement are herein called "Premises."
Billy Campbell, City Manager
March 10, 2004
Page 49
1111111111111110
This agreement will be effective the date signed by the mayor and will terminate no later
than May 31, 2004. At the City's option and mutual agreement with SGSA, the contract
will be automatically renewed annually for a period of twelve (12) months. If the City
exercises the right in writing, SGSA shall update and submit any documents required
during the initial solicitation by no later than sixty (60) calendar days prior to the
commencement of the option period. The documents, if applicable, will include, but are
not limited to, proof of insurance, league start and end dates, amendments to the
agreement etc. Substantial amendments to this agreement must be approved by City
Council.
IV. FEES AND ASSIGNMENT
SGSA shall not charge any fees for admission without prior approval of the Parks and
Recreation Board for any event. (Example: approved tournaments) SGSA reserves the
right to request a voluntary donation for admission to events other than regularly
scheduled league games. SGSA agrees to provide signs clearly indicating donations
are requested only for the SGSA activity occurring on Premises. Access to other
Premises activities shall be clearly available. SGSA shall not assign this agreement nor
shall it rent out any property of the CITY without prior written consent of the CITY.
V. UNLAWFUL ACTIVITIES
SGSA shall not engage in any activities on the premises which are in violation of any
existing state, federal, local law or use the premises in such a manner as to constitute
any hindrance for other park patrons engaged in lawful activities.
V. PERMISSION FOR INSTALLATION OR CONSTRUCTION
SGSA, in accordance with the CITY's Donation Policy shall submit for approval any
proposal to install or construct temporary or permanent structures, signs, equipment, or
other related items. Permanent structures shall become the property of the CITY. SGSA
is allowed a maximum of three (3) signs per field listing SGSA sponsors for the current
and previous year. Signs are not to exceed the size of 4 feet x 8 feet. A pennant style
sign will be allowed on each field that lists the previous years season winners. The
signs are not to exceed the size of 3 feet x 5 feet.
Billy Campbell, City Manager
March 10, 2004
Page 50
1V /1N12107:111G1011VA
SGSA SHALL INDEMNIFY AND HOLD HARMLESS THE CITY OF SOUTHLAKE, ITS
AGENTS, OFFICIALS AND EMPLOYEES FROM ANY AND ALL CLAIMS FOR
BODILY INJURY, ILLNESS, DEATH, ECONOMIC LOSS, PERSONAL INJURY OR
PROPERTY DAMAGE ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION
COMMITTED BY SGSA OFFICIALS, PLAYERS, MEMBERS, OFFICERS, OR
EMPLOYEES OF THE CITY IN CONNECTION WITH THE ACTIVITIES CONDUCTED
UNDER THIS AGREEMENT. THIS INDEMNIFICATION SHALL SPECIFICALLY
INCLUDE ANY CLAIMS ARISING FROM THE NEGLIGENCE OF, TORTIOUS
ACTIVITY OF, OR VIOLATION OF STATUTE BY THE CITY, ITS AGENTS,
OFFICIALS AND EMPLOYEES.
NOTHING CONTAINED HEREIN SHALL BE CONSTRUED TO LIMIT OR WAIVE ANY
GOVERNMENTAL OR SOVEREIGN IMMUNITY OF THE CITY OF SOUTHLAKE OR
ANY IMMUNITY APPLICABLE TO ITS OFFICERS, AGENTS, SERVANTS OR
EMPLOYEES, NOR SHALL IT BE CONSTRUED TO LIMIT OR WAIVE ANY
INSURANCE COVERAGE OR THE
CITY'S STATUS AS AN ADDITIONAL NAMED INSURED AS PROVIDED IN
PARAGRAPH XII OF THIS AGREEMENT.
VIII. FOOD SERVICE
SGSA shall ensure that all food or drink prepared, served, sold, or stored complies with
all CITY, state, county and federal law. See Exhibit "E" for concession stand uses.
IX. DOCUMENTS AND OFFICERS
SGSA shall submit to the Parks and Recreation Division a copy of rules and regulations,
charters, constitution, and by -laws of SGSA. Names, addresses and phone numbers of
all officers and board members of SGSA shall also be submitted to the Parks and
Recreation Division within two weeks after election or appointment.
Southlake Parks and Recreation Division shall submit to SGSA the names, addresses
and phone numbers of all appropriate Parks and Recreation Division contact personnel.
X. ROSTERS AND SCHEDULES
SGSA shall furnish to the Parks and Recreation Division rosters of all participants
domicile and a listing of the full schedule for the season. The rosters shall be submitted
Billy Campbell, City Manager
March 10, 2004
Page 51
within two weeks after completion of registration and the full schedule shall be
submitted at least one week prior to the first regular season game. TOURNAMENT
SCHEDULES MUST BE SUBMITTED NOT LESS THAN 14 DAYS PRIOR TO THE
TOURNAMENT.
XI. FIELD MANAGER
SGSA shall furnish the Parks and Recreation Division the name(s) and telephone
number(s) of person(s) designated as field manager(s). It shall be the responsibility of
the field manager to meet with and discuss field conditions with a Parks and Recreation
Division representative. It shall also be the responsibility of the field manager to submit
a work order form to the Parks and Recreation Division to request any maintenance not
specifically mentioned within this agreement or any needed repairs or supplies. The
SGSA Field Manager shall meet before each season with the designated City
representative to be briefed on maintenance procedures and techniques.
XII. COMMUNICATION
All substantial issues and conflicts shall be discussed between the Director of
Community Services and the President of SGSA or their designee.
XIII. INSURANCE
SGSA at its own expense, shall obtain and keep in force during the term of this
agreement public liability insurance as will protect SGSA and CITY from all claims for
damages to property and persons, and such insurance policy shall carry the CITY of
Southlake as an additional insured, in an amount of at least one million dollars
($1,000,000) with such policy designed to cover the cost of defense and liability for
injuries suffered by competitors in the organized athletic activity. The insurance shall
protect CITY from and against all liability for claims arising out of or in connection with
SGSA's use and occupation of the premises. All insurance shall be issued by a
company or companies of sound and adequate financial responsibility and authorized to
do business in Texas.
The type and minimum limit of liability insurance is as follows:
TYPE MINIMUM LIMIT
Comprehensive General $1,000,000 - Combined Single Limit
Public Liability Coverage For Bodily Injury and Property
Damage.
Billy Campbell, City Manager
March 10, 2004
Page 52
$1,000,000 -On a Per Occurrence Basis,
and Medical Payment Coverage.
All insurance policies shall be subject to the examination and approval of the CITY
Attorney for Southlake, for their adequacy as to content, protection and named
insurance company. SGSA shall furnish to CITY copies of such insurance policies
within (30) thirty days of the execution of this Agreement or prior to the commencement
of any activities by SGSA at the CITY of Southlake Park Facilities and CISD Athletic
Facilities, whichever event occurs first. SGSA understands and agrees that it has the
sole responsibility to provide this information and that failure to timely comply with the
requirements under the Article shall be cause for termination of this Agreement.
Insurance required by this Agreement for the CITY as additional insured shall be
primary insurance and not contributing with any other insurance available to CITY under
any third party liability policy.
SGSA further agrees that with respect to the above required insurance, the CITY shall:
A. Be named as an additional insured or an insured, as its interest may
B. Be provided with a waiver of subrogation, in its favor.
XIV. FIELD USAGE FEE
SGSA agrees to pay the CITY a field usage fee of $8.00 per player per season to help
offset the costs for lighting and maintaining fields in playing condition. This fee is due
to the Southlake Parks and Recreation Division within three (3) weeks after
completion of regular registration.
XV. PUBLIC ADDRESS SYSTEM
No public address system may be used after 8:00 p.m.
XVI. COMMISSIONER
SGSA agrees to provide a league representative on -site at each SGSA organized
league or tournament game held on the premises.
XVII. EXHIBITS
The CITY and SGSA agree that the exhibits attached to this agreement are
incorporated into this agreement as if set out in their entirety. Exhibits included are:
Billy Campbell, City Manager
March 10, 2004
Page 53
1. MAINTENANCE EXHIBITS
"A" Maintenance Agreement for Public Fields
2. CLOSURE OF ATHLETIC FIELDS EXHIBITS
"B" Field Inspection and Closure Agreement
3. STORAGE FACILITIES AGREEMENT
"C" CITY Storage Location Assignments
4. SGSA FIELD REQUIREMENTS
"D" 2003 Field Requirements
5. CONCESSION STAND
"E" 2003 Concession Agreement
XVIII. SCHEDULING
The CITY reserves the right to utilize the premises when SGSA activities are not
scheduled. If SGSA fails to use the premises for its designated and scheduled activities,
the CITY may terminate this Agreement.
XIX. DEFAULT
If either party, CITY or SGSA, violates any term of this Agreement, either party may find
the other in default and terminate the Agreement. Any termination will be made with a
thirty (30) day notice and the right to cure within ten (10) days.
XX. JOINT EFFORTS
This agreement was prepared by the joint efforts of the parties to the agreement.
This Agreement is made and entered into on the day of
2004.
Lori Farwell, City Secretary
Approved as to form
City Attorney
by:
CITY OF SOUTHLAKE
Andy Wambsganss, Mayor
City of Southlake
Matt Tuggey, President
Southlake Girls Softball Association
Billy Campbell, City Manager
March 10, 2004
Page 54
This Agreement approved by the Board of Directors, Southlake Girls Softball
Association, and entered into the minutes of the Board meeting held
20
Secretary
Southlake Girls Softball Association
Billy Campbell, City Manager
March 10, 2004
Page 55
EXHIBIT "A"
MAINTENANCE AGREEMENT FOR PUBLIC FIELDS
1. The CITY shall maintain the infield and all turf areas in the outfield to include
mowing, weed control, fertilizing and herbicide spraying.
2. The CITY shall perform all pre- season clay and turf maintenance to include adding
soil conditioners, clay renovation, and cutting infield arcs and base paths. The CITY
shall build the pitcher's mound if needed. The CITY shall also provide clay, sand,
soil, etc. to be used in leveling or back filling low areas when deemed necessary.
4. The CITY will drag and line the fields for the initial games Monday- Saturday. All
other games will be the responsibility of SGSA. SGSA shall chalk and stripe as
required during weekend games. If SGSA needs weekend preparation by the CITY
beyond what is provided through the agreement, a fee of $15.00 per hour /per staff
member will be charged. Requests must be made no later than 2:00 p.m. on the
Thursday prior to the game.
4. SGSA shall be responsible for payment of any damage caused to the fields with
regards to the dragging of the infields if found to be caused by SGSA. This includes
but is not limited to sprinklers heads, bases, base plugs, base anchors, quick
couplers, and the outfield grass apron.
5. All equipment used by SGSA must be approved by the Parks and Recreation
Division and all users must complete a training course provided by the parks
maintenance employees prior to the beginning of the season.
6. The CITY shall mark all foul lines.
7. The CITY shall maintain all backstops, fences, and gates. SGSA will ensure that
the fencing will not be used for warm -up hitting causing damage. SGSA will
ensure that soft toss will not be allowed except in designated soft toss areas.
SGSA will ensure that no pitching machines will be set up to disperse balls
directly into the side of the fencing. The pitching machine can be used on
Pitcher's mound, batting cage or against pitching practice fence only. Damage to
fencing as a result of warm up hitting, soft toss, or other activities may result in
SGSA being responsible for payment of any repair to damaged fencing.
8. The CITY shall maintain all bleachers and dugout. SGSA shall be responsible for
providing locks and chains for all dugouts. SGSA shall also provide two (2) sets of
keys to the Parks Supervisor.
Billy Campbell, City Manager
March 10, 2004
Page 56
9. The CITY shall provide and maintain all area and ball field lighting systems.
10.The CITY shall be responsible for the maintenance of any infield irrigation system
and watering of the infield. The CITY shall be responsible for the maintenance of any
outfield irrigation systems and watering of the outfield areas.
11. The CITY shall maintain the rest rooms in a sanitary condition.
12.The CITY shall be responsible for all scoreboards and the lines leading to the
scoreboards. SGSA shall maintain and provide any repairs to the scoreboard control
boxes and pay for replacement of the scoreboard control boxes if misplaced or lost
by SGSA.
13.The CITY shall provide and install the home plate and base plugs and anchors. Any
base plugs lost will be replaced by SGSA.
14.SGSA shall be responsible for daily game day collection of all litter on their fields to
include playing areas, dugouts, fences, backstops, bleachers, concession stands
and adjacent grounds. IF WITHIN THE CITY'S JUDGEMENT, SGSA DOES NOT
COMPLY WITH LITTER COLLECTION, A NOTIFICATION LETTER WILL BE
ISSUED BY THE CITY REQUESTING IMMEDIATE COMPLIANCE. IF THE CITY
DEEMS, FURTHER NON - COMPLIANCE WILL RESULT IN A FEE OF $15.00
HOUR /PERSON FOR LITTER CLEAN UP. All litter shall be placed in the
receptacles provided by the CITY. The CITY shall provide pick up for these
receptacles.
15. SGSA is prohibited from performing any maintenance to any turf or infield areas
(except as stated in #3, 4, 5 above), without permission from the CITY.
16. SGSA shall ensure that all secured areas remain locked and /or are locked at the
completion of each activity. SGSA shall chain gates to the fields after the conclusion
of all practices and games. The CITY will provide the Field Manager keys necessary
for emergency access to main gate(s) and to all field gates.
17. SGSA shall ensure that all field lights are turned off at the completion of all practices
and games in accordance with Section II. Seasons and Hours. Under no
circumstances should the lights be left on when fields are not in use. If SGSA
fails to do so they may be assessed a utility bill for the additional cost of
electricity. The amount will be determined based on the adopted fee schedule. The
CITY will provide the Field Manager keys necessary for access to all light switches.
Billy Campbell, City Manager
March 10, 2004
Page 57
18. The CITY shall maintain all fencing associated with batting cages and SGSA will
maintain and secure all netting.
19. SGSA will provide all necessary maintenance equipment, used for its purposes, not
specifically named in this agreement.
20. City Ordnance No. 827, Chapter 12, Section 12 -32 paragraph 17 states that the
Director of Community Services or his designated representative is authorized to
assign any game field owned or leased by the City as a closed field for
maintenance or to protect the surface of the game field from damage. It shall be
unlawful for non -City employees to go upon a field which has been designated as a
closed field and has posted thereon a sign stating "Closed Field — Do not trespass
on this field $250 - $500 Fine."
Billy Campbell, City Manager
March 10, 2004
Page 58
EXHIBIT "B"
FIELD INSPECTION AND CLOSURE AGREEMENT
Reasons for Athletic Field Closure or Postponement
1. Raining at game time.
2. Playing field too wet.
3. Athletic Fields need to be closed in the interest of participant safety and /or
preservation of good playing surfaces.
CITY Procedures for Athletic Field Closures
(Weekdays)
1. The CITY will inspect Athletic Fields by 3:00 p.m. and will, as a means of
communication, list any closing on the CITY rain -out line (817- 481 - 1596). The Parks
Supervisor or his designee will have the final responsibility for canceling games with
regards to field conditions for weekday games.
2. After games have begun and inclement weather becomes a factor, SGSA officials
shall follow the same guidelines for deciding cancellation or postponement.
(Weekends)
1. The Parks Supervisor or his designee will monitor the weather and field conditions
and consult with the appropriate SGSA Field Manager, Commissioner, or their
designate, about the status of the field(s) by 7:00 a.m. Saturday morning. Status for
Saturday p.m. games may be reevaluated at the discretion of the Parks Supervisor
at 11:30 a.m. and the field decision will be made prior to Noon Saturday. The rain -
out line will also be updated by 7 a.m. for Sunday games. The SGSA field manager
will be notified immediately of any field closures.
2. After games have begun and inclement weather becomes a factor, SGSA officials
shall follow the same guidelines for deciding cancellation or postponement.
CITY Staff Guidelines for Implementation
1. The primary responsibility, within the Park Maintenance staff, for making field
closure decisions rests with the Parks Supervisor.
Billy Campbell, City Manager
March 10, 2004
Page 59
2. In the Parks Supervisor's absence, the appropriate Park Division designee shall
make the decision concerning Athletic Field Closures.
Nntifir,atinnc
1. The appropriate SGSA Field Manager has the responsibility to notify the SGSA and
the participants about the field closure decision.
2. The CITY staff will place notification of field conditions on the "field condition" phone
line (817- 481 -1596) by 3:00 p.m. on weekdays and 7:00 a.m. on weekends when
activities are scheduled. The information line phone number is subject to change.
The CITY will provide SGSA with revisions.
3. The Parks Supervisor must receive a minimum of 24 -hours prior notification during
normal business hours any request to reschedule games. If 24 -hour notice is not
received the field may not be prepared for use.
4. If a game is canceled due to rain, that game cannot be moved to another field
without the approval of the Parks Supervisor or his designee.
5. Associations are required to comply with and enforce all posted facility signage.
EXHIBIT "C"
STORAGE FACILITIES AGREEMENT
1. SGSA shall have use of the two side storage rooms and middle section storage room of
the storage shed located at Field #2 at Bicentennial Park. This storage building will be
shared with Southlake Parks & Recreation Division.
2. The term of this agreement for storage usage shall be from January 1 through
December 31 of year of the Facilities Agreement.
3. SGSA shall provide own security lock and provide CITY with a key allowing access in
order to restock supplies needed by SGSA.
4. CITY storage areas are reserved for CITY purposes only and access is limited to CITY
personnel.
5. SGSA waives any claim against the CITY for loss of or damage to equipment stored in
Billy Campbell, City Manager
March 10, 2004
Page 61
EXHIBIT "D"
2004 FIELD REQUIREMENTS
SPRING
Division
Opening
Day
Estimated
Teams
League
Games
Weeks of
Season
Days of
Tournamen
t
Practice
s per
Week
6u
3/27/04
8
10
12
7
2
8u
3/27/04
10
12
12
7
2
10u
3/27/04
10
14
12
7
2
12u
3/27/04
10
14
12
7
2
14u
3/27/04
6
14
12
7
2
16u
3/27/04
4
14
12
7
2
18u
3/27/04
4
10
8
3
2
*SPRING FIELD REQUIREMENTS:
Fields
Practice Dates
Game Dates
Bicentennial #1
3/6/04/04- 05/23/04
03/27/04- 05/23/04
Bicentennial #2
3/6/04/04- 05/23/04
03/27/04- 05/23/04
Bicentennial #3
3/6/04/04- 05/23/04
03/27/04- 05/23/04
Koalty Park #1 & #3
3/6/04/04- 05/23/04
N/A
Adult League Dates: Mondays and Fridays (Field #2)
Pitch, Hit and Run: Sunday, April 25, 2004
ASA sanctioned tournament:
Tournament Dates:
March 5 -7
March 12 -14
A maximum of eight (8) continuing tournament teams will be permitted to practice
beyond the May 22, 2004 dates. Each team will be allowed a total of two (2) practices
per week. SGSA agrees to submit a practice schedule to the CITY prior to the start
of the extended practice sessions. Field preparation will not be extended during
practice sessions.
Billy Campbell, City Manager
March 10, 2004
Page 62
EXHIBIT "D"
2004 FIELD REQUIREMENTS
FALL
Division
Opening
Day
Estimated
Teams
League
Games
Weeks of
Season
Days of
Tournamen
t
Practices
per
Week
6u
9/18/04
8
8
8
2
2
8u
9/18/04
10
8
8
2
2
10u
9/18/04
10
8
8
2
2
12u
9/18/04
10
8
8
2
2
14u
9/18/04
6
8
8
2
2
16u
9/18/04
4
8
8
2
2
FALL FIELD REQUIREMENTS:
Fields
Practice Dates
Game Dates
Bicentennial #1
08/28/04-11/20/04
09/18/04-11/20/04
Bicentennial #2
08/28/04-11/20/04
09/18/04- 11/20/04
Bicentennial #3
08/28/04- 11/20/04
09/18/04- 11/20/04
Koalaty Park #1 & #3
08/28/04- 11/20/04
N/A
ASA sanctioned tournament:
Adult League Dates: Mondays and Fridays ( Field #2)
Tournament Dates:
August 20 -22
August 27 -29
A maximum of eight (8) continuing tournament teams will be permitted to practice
beyond the November 20, 2004 dates. Each team will be allowed a total of two (2)
practices per week. SGSA agrees to submit a practice schedule to the CITY prior to
the start of the extended practice sessions. Field preparation will not be extended
during practice sessions.
Billy Campbell, City Manager
March 10, 2004
Page 63
EXHIBIT "E"
2003 CONCESSION AGREEMENT
The parties to this request which are in understanding and agreement are the CITY of
Southlake, Texas, herein called "CITY ", and the Southlake Girls Softball Association,
herein called "SGSA."
The parties agree and understand to the following:
1. SGSA will at all times during the term of this agreement maintain the concession stand
in a sanitary manner in compliance with CITY, County and State statutes and
ordinances.
2. SGSA is responsible to ensure that the concession stand passes inspection by the
County Health Department and that the health permit issued be posted in the
concession stand.
3. SGSA shall clear the area of all trash, garbage, paper, containers, litter, etc. generated
by the concession stand. A dumpster and trash receptacles are furnished by the CITY.
4. The CITY will furnish SGSA one key to the concession stand. This key must be
returned to the Parks and Recreation office within one week after the conclusion of the
season.
5. The CITY shall be responsible for all water and electric bills for the concessions stand.
6. The CITY shall be responsible for underground utility line and pipes leading to and from
the concession stand. The CITY is responsible for the building structure of the
concession stand. The CITY shall be responsible for any mechanical maintenance or
repairs on CITY owned equipment within the concession stand.
7. SGSA shall be responsible for keeping on only the essential appliances during non -
operating hours. Only refrigerators, freezers and ice machines may be left on. Air
conditioners and lights shall be turned off when not in use. SGSA shall be responsible
for the upkeep and maintenance of SGSA owned equipment. SGSA waives any claim
against the CITY for loss of or damage to equipment or inventory stored in the
concession area or in the concession stand.
8. SGSA shall be responsible for securing insurance for any inventory owned by
Association. The CITY will not allow unsupervised admission to the concession stand
during non use hours by SGSA.
9. The CITY reserves the right to utilize the concession stand when not in use by SGSA.
The CITY agrees to provide 72 -hour notice to SGSA prior to such use.
10.The CITY agrees to not allow harvesting of the ice machine on days with scheduled
SGSA games.
Billy Campbell, City Manager
March 10, 2004
Page 64
11.The attachment "2003 Concessions Agreement" is for the concession stand located at
400 N. White Chapel.