Item 5GCity of Southlake, Texas
MEMORANDUM
August 12, 2003
TO: Billy Campbell, City Manager
FROM: Malcolm Jackson, Director of Community Services (xt. 1527)
SUBJECT: Approval of an Addendum to the 2003 Facilities Utilization Agreement with
Grapevine - Southlake Soccer Association
Action Requested: City Council approval of an Addendum to the 2003 Facilities Utilization
Agreement with Grapevine Southlake Soccer Association (GSSA) for an
Interim Concession Agreement.
Background
Information: The current 2003 Facilities Utilization Agreement with GSSA does not have a
provision for the use of the recently completed concessions stand at Bob Jones
Park. An addendum to the Agreement is required in order to allow the
Association the opportunity to provide concessions for the 2003 Fall season.
The proposed addendum (Exhibit D, 2003 Concessions Agreement) is similar
in nature to the agreements presently in place with the baseball and softball
associations and has been provided to the President of the Grapevine Southlake
Soccer Association for review. The term of the proposed addendum would be
through the upcoming Fall season only, in order to allow the Concessions Task
Force to review and make recommendations prior to the 2004 seasons.
As part of the proposed addendum, the City would reserve the right to utilize
the concession stand when not in use by GSSA and modifications to the
structure would be strictly prohibited without the express written consent of the
Director of Community Services.
Financial
Considerations: The City would be responsible for utilities (water and electric), maintenance of
underground utility line and pipes leading to and from the concession stand,
the building structure of the concession stand, and any mechanical
maintenance or repairs of City owned equipment within the concession stand.
Financial Impact: The City will be responsible for the long -term maintenance of the facility
including, but not limited to, electrical, plumbing, and structural integrity.
Citizen Input/
Board Review: The Parks and Recreation Board recommended approval of the proposed
addendum (7 -0) at their August 11, 2003 meeting.
The proposed addendum (Exhibit D, 2003 Concessions Agreement) has been
reviewed by Jeff Eberhart, President of the Grapevine Southlake Soccer
Association.
Billy Campbell, City Manager
August 12, 2003
Page 2
Legal Review: The proposed addendum (Exhibit D, 2003 Concessions Agreement) is based
on those previously approved and included in the 2003 Facilities Utilization
Agreements presently in place with other youth sports associations (baseball
and softball). The 2003 Facilities Utilization Agreements were reviewed by the
City Attorney and while this agreement has not been individually reviewed by
the City Attorney, it contains no substantive design changes to those
previously reviewed.
Alternatives: City Council alternatives include:
- approval as submitted
- denial as submitted
- modifications as desired
Supporting
Documents: Supporting documents include the following items:
- Proposed addendum to Facilities Utilization Agreement (Exhibit D,
2003 Concession Agreement).
Staff
Recommendation: City Council approval of an Addendum to 2003 Facilities Utilization
Agreement with Grapevine Southlake Soccer Association (GSSA) for an
Interim Concession Agreement.
Billy Campbell, City Manager
August 12, 2003
Page 3
ADDENDUM
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 2003 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.
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.
Billy Campbell, City Manager
August 12, 2003
Page 4
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.