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 
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 
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.