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Item 5B�.nyviavuUUara, texas MEMORANDUM January 14, 2003 TO: Billy Campbell, City Manager FROM: Malcolm Jackson, Interim Director of Community Services (xt.1527) SUBJECT: Approval of the 2003 Facilities Utilization Agreement with Southlake Baseball Association (SBA) Action Requested: City Council approval of the Facilities Utilization Agreement with the Southlake Baseball Association (SBA). Background Information: The Southlake Baseball Association (SBA) currently serves approximately 1,300 children per season between the ages of 6 and 16. Annually, the City of Southlake and SBA enter into an agreement for the use of game and practice fields for spring and fall seasons, as well as All Star tournaments. The agreement also covers the use of the baseball concession stand in Bicentennial Park. In general, the facilities utilization agreement is intended to address such issues as season dates, insurance requirements, hours of play, field maintenance, field requirements, and concession stand use, among others. Through the years, staff has reviewed other municipal field usage agreements as part of the development process for the current document. The draft agreement is also reviewed annually by staff in order to address any recent changes and is then forwarded to the Association for review and comment. Based on the review of staff and the association, changes to this year's agreement include: ■ Practice and game dates for the year 2003 ■ Minor wording modifications intended to clarify the document ■ Staff proposes that the Facilities Utilization Agreement be automatically renewable for a period of twelve (12) months. Substantial changes will need to be approved by City Council ■ A proposed fee of $15.00 per hour /per staff person for litter clean up and additional field preparation. ■ A proposed fee to cover the utility cost for lights left on when fields are not in use. The amount will be determined based on the adopted fee schedule. Also included as part of the agreement are the general field requirements for SBA which include: Billy Campbell, City Manager January 14, 2003 Page 2 • Bicentennial fields 44 - 410 • Bicentennial practice fields 41 and 42 • Durham practice field 42 • Koalaty Park practice fields 42 and 44 • Chesapeake practice field • Texas School of Baseball (2 small fields) Financial Consideration: Not applicable. Financial Impact: Staff has proposed a fee of $15.00 per hour/ per staff member be charged for litter clean up and additional field preparation beyond what is provided in the agreement. Staff also proposes a fee to cover the additional cost of electricity if the lights are not turned off while the fields are not in use, as specified in the agreement. The intent of these proposed fees is to serve as an incentive to the associations to reduce the unnecessary cost incurred by the City and to allow staff time to focus on the field conditions. Citizen Input/ Board Review: The Parks and Recreation Board unanimously approved (7 -0) at their January 13, 2003 meeting, recommending the Facilities Utilization Agreement to City Council for approval. The Agreement has been reviewed and verbally approved by the Southlake Baseball Association. Legal Review: The proposed facilities utilization agreement is modeled alter previous facilities utilization agreements, which have been reviewed by the City Attorney. Alternatives: Council comment and input on the Facilities Utilization Agreement. • Council recommendation not to approve the Facilities Utilization Agreement as presented. Supporting Documents: Proposed 2003Facilities Utilization Agreement with SBA (redline /strikeout copy with changes shown) Staff Recommendation: City Council approval of the 2003 Facilities Utilization Agreement with the Southlake Baseball Association. CITY OF SOUTHLAKE PARKS AND RECREATION DIVISION 20032 FACILITIES UTILIZATION AGREEMENT 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 300 days prior to opening day of a season. Facilities in Exhibit " €" 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: Spring Fall Coach Look January 25, 2003 August 16, 2003Jaw aryl �^� Auguste, � Practice Begins February 10, 2003 August 25, ,2003February 11, 2002 August 26, 2002 Opening Day: March 17, 2003 September 6, 2003MarGh 18, 2002 September7,, 2002 Bronco, Pony, Shetland Pinto, Mustang Colt, End of Regular Season May, 24, 2003 November 8, 2003 All Stars June /July Nonejune we ek of August None The facilities provided by this Agreement are herein called "Premises." III TFRM This agreement will be effective the date signed by the mayor. At the City's option and -- - - Formatted: Left 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 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. IV4. 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. IV. 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 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 "EF" for concession stand uses. IXV14. 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 nNames, addresses and phone numbers of all appropriate contacts of the Parks and Recreation Division. IX. 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. 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 Parks Greed Leaderdesicinated City representative to be briefed on maintenance procedures and techniques. --- Formatted: Left 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 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. t- - - Formatted: Bullets and Numbering t- - - Formatted: Left 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. 1:!!! DAaI:I49l1fyde l�:� &'1!�rr��ra�r.���gq SBA agrees to pay the CITY a non - refundable field usagemain ^ ° ^ ^ ° ^ce fee of $8.00 per player per season to help offset the sower 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. XfV4. PUBLIC ADDRESS SYSTEM No Public address system may be used after 8:00 p.m. XfVI. 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: 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. EQU AGREEMEN "F)" Xnn? Gnu �ir,r, eRt L ost aR d Rona dreme4 - .- - - Formatted: Indent: First line: 0.25' 54. SBA FIELD REQUIREMENTS "DE-" 20032- Field Requirements 5 6. Concession Stand "EF-" 20032 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. XIXV11. 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. XXV44. 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 20 04. CITY of SOUTHLAKE by: Lori Farwell San dr° CITY Secretary - Rick Stacy, Mayor CITY of Southlake Approved as to form Mark Jameson Doug JaMiGOR, President CITY Attorney Southlake Baseball Association This Agreement approved by the Board of Directors, Southlake Baseball Association, and entered into the minutes of the Board meeeeting held 20_84. Secretary Southlake Baseball Association 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 shall drag the infields Monday through Friday and on Saturday m ornings f s c hed u led le „lay w eather p The CITY will drag and line the fields for the initial game Monday - Saturday All other games will be the responsibility of SBA. SBA shall apply water and stripe as required during Saturday 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. SBA shall leave a space of one (1) f between all edges of the outfield when dragging the infield 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. Only users w h o have attended the training and signed the waiver with the Parks Division will he able to drag the fie 6. The CITY shall mark all foul lines. 7. The CITY shall maintain all backstops, fences, and gates. SBA «ill ensure that the fencing N ill not be used for Harm -up hitting causing damage. SBA Nill ensure that soft toss Nill not be allowed except in designated soft toss areas. SBA Mill ensure that no pitching machines Nill 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 Nvaim up hittixgg, soft toss, or other activities may result in SBA being responsible for payanent 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. 9. The CITY shall provide and maintain all area and ball field lighting systems. 4-10. The CITY shall be responsible for the maintenance of any infield irrigation system and watering of the infield. SBA may wateF —as needed. CITY , ^ ^ ii provide the qUiGk ^ ^ieF GGRAest+er+s to Asseg—mat+eR at the beg;,;RORg of the sease,T 4-4— The CITY shall be responsible for the maintenance of any outfield irrigation systems and watering of the outfield areas. 112. The CITY shall maintain the rest rooms in a sanitary condition. 123. The CITY shall be responsible for all P Ubl i G 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. t- - - Formatted: Indent: Left: 0 ", Hanging: 0.25 ", Tab stops: 0 ", Left + Not at - 0.25" 134. The CITY shall provide and install the home plate and base plugs and anchors. Any base plugs lost will be replaced by SBA. 174.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. 159. 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. 1 -9. 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 28. 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 - Formatted: Highlight so they may be, assessed a utility_ bill for the additional cost of electricity. The amount , - Formatted: Highlight will be determined based on the adopted fee schedule. The CITY will provide the Field Manager keys necessary for access to all light switches 18 24-. The CITY shall maintain all fencing associated with batting cages and SBA will maintain and secure all nettina. 1922. SBA will provide all necessary maintenance equipment, used for its purposes, not specifically named in this agreement. Citv Ordance No. 827. Chapter 12. Section 12 -32 paragraph 17 states that the Director - d Formatted: indent: Left: -0.44", Tab stops Community Services or his designated representative is authorized to assign any game Not at 0.75" 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 ". 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 34:00 p.m. and will, as a means of communication, list any closing on the CITY rain -out line (817- 481- 1596). conditions warrant, consult with the a ppropr i ate SBA Gold Manager ornrnm- . ' - .,o. or their designate abo the stat of the field((). The Parks Grew le !'` ader Supervisor or his designee will have the final responsibility for canceling games with regards to field conditions for weekday games. 2. The Parks Grew leader or his designee will take responsibility for making a deci based upon field condition or weather. 32.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 Cr°��, leaa ° °� °r 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 7:030 a.m. Saturday morning. Status for Saturday p.m. games will 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 SupervisorCrew L eader respons f athletic fold m 2. In the Parks SupervisorCr°�o, Lead ° °� °r 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. 2. The CITY staff will place notification of field conditions on the "field condition" phone line -(817- 481 -1596) by 34:00 p.m. on weekdays and 7:030 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 maintenance „ rewsThe Parks Supervisor must receive a minimum of 24 hours prior notification during normal business hours any request to reschedule games. ^ oil r equ i re of 24 hours p r i er nptiee of reoeheduled g ame s by SBA. If 24 hour notice is not received the field may not be prepared for use. the rte,.` CI -, w M1TV w M1 n ot p repar e f for use- 4. If a game is canceled due to rain, that game cannot be moved to another field without the approval of the Pa rks Supervisor or his designeerk Crp I ender 5. Associations are required to comply with and enforce all posted facility signage. 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. Formatted: Font: 11 pt EXHIBIT ^n ;�. Th-e abeve M8Rt eq6l W ill be dist , ri - h, - ited , te SRA , at t , h ' e. start Af t , h , e ,; ease , n ;—;n Formatted: Font: 11 pt n+ r EXHIBIT " €" 20032 FIELD REQUIREMENTS SPRING Division Opening Day Estimated Teams League Games Weeks of Season Weeks of Tournament Practices per Week SHETLAND 3/17/03 A 8/02 2026 104-9 1049 84 22 PINTO 3/17/03 A 8/$2 25-30 144-4 1040 84 22 MUSTANG 3/17/038 A 8/02 2128 1446 1044? 8-9 2 2 BRONCO 3/17/03 /18/02 1646 1446 1040 88 22 PONY 3/17/03 /18/02 1142 1446 1040 80 22 COLT 3/17/03 A g/$2 24 1446 1040 88 22 FIELD REQUIREMENTS: Fields Practice Dates Game Dates Bicentennial #4POn #4 N/A - m 2 - 5 3/17/03-5/24/033 /18/0 6/�5/a2 Bicentennial PiRte #5 N / °2 102 5125192 3/17/03- 5/24/033A 8iQ2 6/2/92 Bicentennial #6 N /°2 1 5 3/17/03- 5/24/033A 8i Q Only teams that are still participating in the All -Star activities shall be permitted to --------- Formatted: Font: 11 pt continue --- - - - - -- --------------- - - -- practicing. Formatted: Font: 11 pt Easter in the Park. Sunday, April 13, 2003 Fields # 7 and #9 Estimated number of participants: 1000 1300 .- - - Formatted: Tab stops: Not at 6.75' *At SBA's reauest. aames will be slaved on weekends at the Texas School of Baseball in order to lessen the impact on Bicentennial Park field # 8. SBA recognizes that this is for the Spring season only and the fields at the Texas School of Baseball can not be maintained at optimum quality. 5/25/02 Bicentennial #7 N/ A2 11 , m 22 - 5 i 22 5102 - 3/17/03-5/24/03 / 5/25/02 Bicentennial #8 N / °`'1" 102 5 3/17/03- 5/24/033/I M2 5/25/92 Bicentennial #9 N/ °''1" m2 5 3/17/03 - 5/24/033/18/92 5/25/92 Bicentennial #10 N/ °2 1 0 2 5125 3/17/03 - 5/24/033/18/92 5/25/92 Durham #2 2/10/03-5/24/032/11/02 5/25/92 N /A Ne- Games Bicentennial Practice Fields #1 & #2 2/10/03-5/24/032/11/02 5/25/02 N/A Ne- Games Chesapeake Park 2/10/03 - 5/24/03 Mon - Friday After 4:00 p.m. Saturday until 3:00 p.m. N /ANe- Games No Sundays''-� After 4 p .m. Saturdays until 3 p.m. A/A Svnday5 Koalaty Park #2 & #4 2/10/03-5/24/032/11/02 5/25/92 N /Mo Games Texas School of Baseball (2 2/10/03 - 5/24/03 No Friday Practices *Weekend Games Only small fields) Only teams that are still participating in the All -Star activities shall be permitted to --------- Formatted: Font: 11 pt continue --- - - - - -- --------------- - - -- practicing. Formatted: Font: 11 pt Easter in the Park. Sunday, April 13, 2003 Fields # 7 and #9 Estimated number of participants: 1000 1300 .- - - Formatted: Tab stops: Not at 6.75' *At SBA's reauest. aames will be slaved on weekends at the Texas School of Baseball in order to lessen the impact on Bicentennial Park field # 8. SBA recognizes that this is for the Spring season only and the fields at the Texas School of Baseball can not be maintained at optimum quality. EXHIBIT " €" 20023 FIELD REQUIREMENTS FALL Division Opening Estimated League Weeks of Weeks of Practices N/A8 - 11 Day Teams Games Season Tournament per Week SHETLAND 9/6/03 1320 840 99 N /A9 22 Bicentennial #10 7/02 9/6/03-11/8/03 /74)2 4 4/-9/02 Durham #2 8/25/03 - 11/8/03826/02 14/9/0-2 N /A WG- Gaff�es Bicentennial Practice Fields #1 &#2 PINTO 9/6/03 1829 104-2 90 N/A 9 22 7402 MUSTANG 9 /6/03 164 124-2 99 N/A 0 22 7/02 BRONCO 9/6/03 104-4 124-2 99 N/A 0 22 7402 PONY 9/6/03 79 1242 99 N/A 0 22 7-/02 COLT 9/6/03 14 - 124-2 — 99 - N/A 0 22 - 7/02 FIELD REQUIREMENTS: Fields Practice Dates Game Dates Pinto #4 N/A B 12 - 61 n 2 =o, o� 1119,E �Q1n 9/6/03-11/8/03 4419.1-0-2 Pinto #5 N/A8 - 11 9/6/03-11/8/03 /7/02 4 - Ug/0-2 Bicentennial #6 N /14 11 9/6/03-11/8/03 44 /9,/ Bicentennial #7 N /14 11 ° 9/6/03-11/8/03 - 44-49/a2 Bicentennial #8 N /A 8 12 -6m 22 11 — 9/6/03 - 11/8/03 11/9/02 Bicentennial #9 N /14. 8-1 22 610 22 11 — 9/6/03 - 11/8/03 11/9/02 Bicentennial #10 N/A8 - 11 9/6/03-11/8/03 /74)2 4 4/-9/02 Durham #2 8/25/03 - 11/8/03826/02 14/9/0-2 N /A WG- Gaff�es Bicentennial Practice Fields #1 &#2 8/25/03- 11/8/038�26�92 11/9/02 N /A NN- Gaff�es Chesapeake Park Mon - Friday After 4:00 p.m. N /ANN- Gaff�es .- - - Formatted: Left NIA = Not Available - Formatted: Font: Bold Estimated number of participants: 1000 700 -- - - Formatted: Left Bulleted + Level: 1 + Aligned at: 0" + Tab after: 0.25' + Indent at: 0.25' r Formatted: Bullets and Numbering Formatted: Left Saturday until 3:00 p.m. No Sundays 9Q6 � � ro After 4 p. Saturdays until 3 p.m. No-Sundays Koalaty Park #2 & #4 8/25/03 - 11/8/038/ =o /02 11/9/02 N /AAIo� .- - - Formatted: Left NIA = Not Available - Formatted: Font: Bold Estimated number of participants: 1000 700 -- - - Formatted: Left Bulleted + Level: 1 + Aligned at: 0" + Tab after: 0.25' + Indent at: 0.25' r Formatted: Bullets and Numbering Formatted: Left EXHIBIT " 20023 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 pass 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. 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 "20032 Concessions Agreement' is for the concession stand located at 450 W. Southlake Blvd.