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Item 5CCity of Southlake, Texas MEMORANDUM January 14, 2003 TO: Billy Campbell, City Manager FROM: Malcolm Jackson, Interim Director of Community Services (xt. 1527) Formatted: Top: 1 ", Bottom: 0.56 ", Do not suppress endnotes, Header distance from edge: 0.5 ", Footer distance from edge: 0.5 ", Different first page header SUBJECT: Approval of the 2003 Facilities Utilization Agreement with Southlake Girls Softball Association (SGSA) Action Requested: City Council approval of the Facilities Utilization Agreement for Southlake Girls Softball Association (SGSA). Background Information: The Southlake Girls Softball Association (SGSA) currently serves approximately 600 children per season between the ages of 8 and 18. Annually, the City of Southlake and SGSA enter into an agreement for the use of game and practice fields for spring and fall season, as well as tournaments. The agreement also covers the use of the softball concession stand in Bicentennial Park. In general, the facilities utilization agreement is intended to address such issues as season dates, insurance 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 upon 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 SGSA which include: Bicentennial fields # 1, 42, #3. Koalaty Park practice fields # 1 and #3. Durham Elementary practice field # 1. Billy Campbell, City Manager January 14, 2003 Page 2 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 meeting, recommending the Facilities Utilization The Agreement has been reviewed and verbally approved by the Southlake Girls Softball Association. Legal Review: The proposed facilities utilization agreement is modeled after previous facilities utilization agreements, which have been reviewed by the City Attorney. Alternatives: • Council comment and input on the facilities utilization agreement. • Council decision not to enter into an agreement with GSSA for the use of City athletic facilities. Supporting Documents: Proposed 2003 Facilities Utilization Agreement with SGSA. (redline /strikeout copy with changes shown) Staff Recommendation: City Council approval of the 2003 Facilities Utilization Agreement with Southlake Girls Softball Association. Rev. Date "/ ',2.188/01 FACILITIES UTILIZATION AGREEMENT Print Date 12/19/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt ui Formatted: Font: Arial, 8 pt PAGE n non F Up age,2of,2 ti 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 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: S pring FALL Coach Look January 25, 2003 August 23, 2003daw a;y26, 200 ^� Au ust 24, 2002 Practice Begins February 10, 2003 August 30, 2003 -eb aa; =y �? , 2002 August 3-1, 2-002 Opening Day March 8, 2003 September 13, 2003""°o,a,ch_ 6 2002 September 14, 2002 f Formatted: Highlight End of Regular Season May 24, 2003 November 8, 2003May 25,, Formatted: Highlight 2002 November 9, 2 -002 Formatted: Highlight Tournament Play ,June 13 -15, 2003 i�a_ - ^° 15 16,2002 - Formatted: Font: Arial 8 pt August 22 - 24, 2003 Aug 17 1 Q 2002 _ +___ Formatted: Font: Arial, 8 pt _November 14-16, 2003 Formatted: Font: Arial, 8 pt �� Formatted: Font: Arial, 8 pt ui Rev. Date ^2/ ^ c 18/07 FACILITIES UTILIZATION AGREEMENT PAGE ' OF 1 u ri Print Date 12/19/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION f4ge f27_ �" The facilities provided by this Agreement are herein called "Premises." III. TERM This agreement will be effective the date signed by the mayor. 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. IV4. FEES AND ASSIGNMENT t- - - Formatted: Centered 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. IV. 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. VI. 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 Formatted: Font: Arial 8 pt pennant style siqn will be allowed on each field that lists the previous years season Formatted: Font: Arial, s pt winners. The siqns are not to exceed the size of (3 feet x 5 feet). Formatted: Font: Arial, 8 pt ui �� Formatted Font: Arial, 8 pt ui Rev. Date ^2 � ^ A8X) ^ T ^ ^ FACILITIES UTILIZATION AGREEMENT PAGE ^ OF 15 u ui Print Date ^` ^�^^ SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION a e . �f7. - - - - ,c^/ VI. INDEMNITY 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. VII. 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 cocession 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 prier to eashveasor►. X. ROSTERS AND SCHEDULES Formatted: Font: Arial, 8 pt SGSA shall furnish to the Parks and Recreation Division rosters of all participants Formatted: Font: Arial 8 pt domicile and a listing of the full schedule for the season. The rosters shall be submitted Formatted: Font: Arial 8 pt �� Formatted: Font: Arial, 8 pt ui Rev. Date 12 ^� FACILITIES UTILIZATION AGREEMENT PAGE ^ OF 1 ui Print Date ^` ^�^^ SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION a e , �f7_ _ _ _ _ ,c^/ 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 P arks G Leader 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. .- - - Formatted: Centered 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 Formatted: Font: Arial, 8 pt TYPE MINIMUM LIMIT � Formatted: Font: Arial, s pt Comprehensive General $1,000,000 - Combined Single Limit Formatted: Font: Arial, s pt Public Liability Coverage For Bodily Injury and Property �� Formatted: Font: Arial, 8 pt Rev. Date 12A 8 FACILITIES UTILIZATION AGREEMENT PAGE ^ IF I FF u ri Print Date 12/19/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION f4ge _(Lf27. - - - - . 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. 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 appear. B. Be provided with a waiver of subrogation, in its favor. gill 11111111 !d:VArwi4rd!!1k4 �ry� SGSA agrees to pay the CITY a field usagem°i^* ^ ° ^ ^ ° ^oe fee of $8.00 per player per season to sever 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. XfV4. PUBLIC ADDRESS SYSTEM No public address system may be used after 8:00 p.m. Rev. Date 12A 3/01 FACILITIES UTILIZATION AGREEMENT Print Date ^` ^�^^ SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION Formatted: Font: Arial, 8 pt J Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt ui �� Formatted: Font: Arial, 8 pt ui PAGE ^ nom^F ri a e 7 0�7 �i XVIWV. COMMISSIONER SGSA agrees to provide a league representative on -site at each SGSA organized league or tournament game held on the premises. XVILV 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: 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. EQUIPMENT AGREEMENT 5. "D= 2802 - EquipMeRt Lost and rReq 65--. 4. 5SGSA FIELD REQUIREMENTS "DE-" 20032- Field Requirements 5 6. CONCESSION STAND "EF-" 20032 Concession Agreement XVII +I. 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. XIXV44. 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. XXV444. JOINT EFFORTS This agreement was prepared by the joint efforts of the parties to the agreement. f Formatted: Font Arial 8 t Rev. Date "/ ',2.188/01 FACILITIES UTILIZATION AGREEMENT Print Date 12/19/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION P J Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt ui Formatted: Font: Arial, 8 pt PAGE n non F Up a e f27__ - - -,Gi This Agreement is made and entered into on the day of 20 CITY OF SOUTHLAKE by: Lori Farwell, CITY Secretary Rick Stacy, Mayor CITY of Southlake Approved as to form CITY Attorney Matt Tuggey, President Southlake Girls Softball Association This Agreement approved by the Board of Directors, Southlake Girls Softball Association, and entered into the minutes of the Board meeting held 2004. _ Secretary Southlake Girls Softball Association Rev. Date 12A FACILITIES UTILIZATION AGREEMENT Print Date ^` ^�^^ SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt ui Formatted Font: Arial, 8 pt PAGE ^ nom^F ri a e f27__ - - - ,Gi 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 Formatted: Bullets and Numbering soil, etc. to be used in levelinq or back fillinq low areas when deemed necessary. Formatted: Font: Arial 8 pt Formatted: Font: Arial, 8 pt 3. The CITY will drag and line the fields for the initial games Monday - Saturday. All -' " Formatted: Font: Arial, 8 pt other games will be the responsibility of SGSA. SGSA shall chalk and stripe as Formatted Font: Arial, 8 pt Rev. Date 12 8� O1 FACILITIES UTILIZATION AGREEMENT PAGE 1 OF 1 i ri Print Date 12A9/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION a e 10 7_ _ _ _ _ . 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 charaed. Reauests must be made no later than 2:00 D.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. SG§A will ensur_e that soft toss will not be allowed except in designated soft toss areas_. SG§A 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 cape or against pitchinq practice fence only. Damage to fencing as a result of warm up hitting, loft toss, or other activities may result in SGS 8 being responsible for payment of any repair to damaged fencing. ,` 8. The CITY shall maintain all bleachers and duqout. 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. 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 waterina 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. Rev. Date ^2 � ^ A8X)T' ^^ ^^ FACILITIES UTILIZATION AGREEMENT Print Date 12A9/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION a e11_of27 - - - - I Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 12 pt Formatted: Indent: Left: 0 ", Hanging: 0.25 ", Tab stops: 0.31 ", Left Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 12 pt J Formatted: Font: (Default) Arial, 12 pt J Formatted: Font: (Default) Arial, 12 pt Formatted: Font: (Default) Arial, 12 pt Formatted: Font: Arial, 8 pt i 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 (exceat as stated in #3. 4. 5 above). without Dermission 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 Drovide the Field Manaaer kevs necessary for access to all liaht switches. 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. 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 tresaass on this field $250 - $500 Fine ". Formatted: Font: Arial, 8 pt i Rev. Date ^2 � ^ A8X)T' ^^ ^^ FACILITIES UTILIZATION AGREEMENT P A G€ ^ IF I F Print Date 12A9/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION Eige 12 of 27 J I .- - - Formatted: Indent: Left: 0 ", Hanging: 0.75" 10. The CITY shall be responsible far the maintenance of any infield irrigatiOn Formatted: Indent: Left: 0.21 ", Hanging: and watering of the infield. if field conditions warrant additiOnal watering, SG i 0.54 ", Tab stops: 0 ", Left + Not at - 0.25" water as needed. CITY will provide the quiek eoupler oonnections to Formatted: Font: Arial, 8 pt the beginning of the s easen, �� i � Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt ui Formatted: Font: Arial, 8 pt Rev. Date 1 FACILITIES UTILIZATION AGREEMENT PAGE ' OF 15 u /W Print Date 12/19K)l SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION a e 13 7 - - - - .)1// .- - - Formatted: Indent: Left: 0 ", Hanging: 0.75 ", �C� r a*' � II PIa^ebaa i,rs rhh�-^ fir ea ^ err - h g a'n° - � ° (GITV will p Tab stops: 0 ",Left +Not at - 0.25" " -1 'Ta° ' bases and pit chers fbr a e^h fold R0000 I ho loholof! (`ITV_C(_CA or (`ITV CC� (` 1 The ITV ��lill ino +al !'_ l and Ma i nta i n base P egS O R gFO URd , and PreV rresessa;y toeTs. If bases are sfele.n er lost, theassaciatiOR 0 6 reep011eibrefbr Fep SGSA vAII request and instruc ruc to relmleve and stere, bases and t f^I G ,pletm()R Of ea ^h day's play. °t the end of the Seasel , ea a °ss9Giatl$l ^ ^ll rret -rn to the CITY one set of P rt G hi Rg ,, bb f ea 44 Formatted: Highlight 17 o GSA shall be respons for daily game day collection of all litter on their fields to : clude playing a reas, dugouts fences backstops bleacher cnnnpr,r,m .n ctandc and adjacent grounds All litter shall be nlaGed in the receptacles provided by the CITY. The CITY sh prov ide pmGk up for these receptac 18. SGo° is prohibited fr or performing any maintenance to any turf o r iinfield areas (except a stated in #3 above) witho permission frorn the CITY Formatted: Font: Arial, 8 pt SGSA shall ensure that all secured areas rernamn locked and/or are loGke -th J 19 . � Formatted: Font: Arial, 8 pt c;orn letmon of each activity. SGSA shall chain gates to the fields after he Formatted: Font: Arial, 8 pt ui Formatted: Font: Arial, 8 pt Rev. Date ^2 � ^ A8/0T'01 FACILITIES UTILIZATION AGREEMENT PAGE ' OF 15 u ri Print Date 12A9/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION a e 14 7- - - - - . t- - - Formatted: Tab stops: 2.52 ", Left + Not at 0.25" + 0.75" + 1.25" + 1.75" + 2.25" + 2.75" + 3.25" + 3.75" + 4.25" + 4.75" + 5.25" + 5.75" + 6.25" + 6.75" Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt ui Formatted: Font: Arial, 8 pt Rev. Date ^2 � ^ A8X) ^ T' ^ ^ FACILITIES UTILIZATION AGREEMENT PAGE ^ OF 15 u ri Print Date 12A9/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION a e 15 7_ _ _ _ _ . _rni�ssr- sr_�cs�arz� Print Date 12/19/01 Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt ui Formatted: Font: Arial, 8 pt FACILITIES UTILIZATION AGREEMENT PAGE 1 OF 1 ri SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION Page,16 _ _ _ _ _ . EXHIBIT "B" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic, Feld Closure or Dostponor.,onf . Raining at game tip 2. Playing field too wet. 3. Athlefic Fields need to be On the interest of Part+s+pant safety and/or preservation of good playing surfaces. CITY Procedures for Athletic, Feld Closuroo (Weekday 1 . The CITY woll Onspect Athletic Fields by 4:00 p.m. and will, Of conditions warrant, consult with the appropriate SGSA Field Manager, C . . , )r their designate, about the status of the field(s). The Parks Crew Leader or his designee will have the final responsibility for Gannolinn g arnes w r to field conditions for weekday g arn 2. The Parks Crew Leader or his designee vAII take responsibility for making a decision based upon field Gondition or weather. t - - Formatted: Indent: Left: 0 ", Hanging: 0.25 ", 3. After garnes have begun and indernent weather beGornes a faGtor, the urnpires and-1 or I Tab stops: 0 ", Left + Not at - 0.25" (W 1 . A Parks Division employee will monitor the weather and field conditions and Gonsult with the appropriate SGSA Field Manager, Commissioner, or their designate, about the status of the field(s) by 7:30 a.m. Saturday morning. Status for Saturday p.m. garnes will be reevaluated at 11:30 a. ant! the fielddesls+en ,n _ h e made prier to 12:00 p.m. Saturday. The SGS field m anager w ill be notified immediately of any field closures 2. After garnes have begun and indernent weather becornes a fartor, the urnpires and/or SGSA offidals shall follow the sarne guidelines for deciding canceliation or postponernent. CITY Staff Gumaelines for „mpiernentatio 1 . The primary responsibility, within the Park Maintenance staff, for making field Closure dedsmons rests w the Parks Crew Leader or his designee whole working Glosely with the Formatted: Font: Arial, 8 pt SGSA r i Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt ui Formatted: Font: Arial, 8 pt Rev. Date ^2 � ^ A8X) ^ T' ^ ^ FACILITIES UTILIZATION AGREEMENT PAGE ^ OF 15 u ri Print Date 12A9/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION a e 17 7_ _ _ _ _ . 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) Formatted: Font: Arial, 8 pt � Formatted: Font: Arial, 8 pt � � Formatted: Font: Arial, 8 pt ui �� Formatted: Font: Arial, 8 pt Rev. Date ^2 � ^ A8X) ^ T' ^ ^ FACILITIES UTILIZATION AGREEMENT P A G€ ^ IF I F u ri Print Date 12A9/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION a e 18 7_ _ _ _ _ . 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. 2. In the Parks Supervisor's absence, the appropriate Park Division designee shall make the decision concerning Athletic Field Closures. Notifications 1. The appropriate SGSA Field Manager has the responsibility to notify the SGSA and the participants about the field closure decision. The CITY staff will place notification of field conditions on the "field condition" phone line Rev. Date ^2 � ^ A8X)T' ^^ ^^ FACILITIES UTILIZATION AGREEMENT Formatted: Bullets and Numbering r Formatted: Font: Arial, 8 pt � Formatted: Font: Arial, 8 pt � � Formatted: Font: Arial, 8 pt ui �� Formatted: Font: Arial, 8 pt nip /W Print Date 12A9/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION a e 19 7_ _ _ _ _ ,c^/ 2. (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. Rev. Date ^2 � ^ A8X)T' ^^ ^^ FACILITIES UTILIZATION AGREEMENT Print Date 12A9/01 SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt ui Formatted Font: Arial, 8 pt PAGE ^ nom^G ri a e Oof7_____. 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 storage area. Rev. Date 1 2/ 1 18/01/0 1 FACILITIES UTILIZATION AGREEMENT Print Date 12 /1 m9VT)l SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION Up E - 2 e 2, °P 2 7...... Gi Formatted: Left, None Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt ui Formatted: Font: Arial, 8 pt PAGE 1 nonF Up E - 2 e 2, °P 2 7...... Gi EXHIBIT " €" 20023 FIELD REQUIREMENTS SPRING Division Opening Day Estimated Teams League Games Weeks of Season Days of Tournament Practices per Week 6u 3/8/03 46/92 86 1042 1249 72 22 8u 3/8/03 46/92 1040 1242 1240 72 22 10u 3/8/03 48/92 1048 1442 1249 72 22 12u 3/8/03 1.6/02 1048 1442 1248 72 22 14u 3/8/03 46/92 66 1440 1240 72 22 16u 3/8/03 46/92 42 1440 1240 72 22 18u 3/8/03 4 10 8 3 2 SPRING FIELD REQUIREMENTS: Fields Practice Dates Game Dates Bicentennial #1 2/10/03- 5 /24/03Ne °�, � ^ + ^es n o field „ni„ 3/15/03 - 5/24/03 5 Bicentennial #2 2/10/03 V92 5/25/02 inso p o r - games 9 F-4days dufing adult league 3/15/03 - 5/24/033/1 5 Bicentennial #3 2/10/03 - 5/24/03 =, 1/0 5 /25/92 3/15/03 - 5/24/033/ Koalty Park #1 & #3 2/10/03 - 5/24/03 5/25/92 N /A ' 11 6i0 [D Ele e Lary #1 2 i11 , 1 0 - 2 5i -5102 3/16/02 5/25/92 .- - - Formatted: Centered .- - - Formatted: Centered A rnayornurn of four (4) continuing tournament teams will be permitted to practice beyond the May 25 2002 dates Each teary, will be allowed a total of two 21 n attic per week. SGSA agrees to submit a practice schedule to the City prior to the start of Formatted: Font: Arial, 8 pt sessions the extended practice p re p aration vAII not be p erform y � Formatted: Font: Arial, 8 pt during extended p c u Formatted: Font: Arial, 8 pt ui �� Formatted: Font: Arial, 8 pt ui Rev. Date ^2 � ^ A8/0T' ^^ FACILITIES UTILIZATION AGREEMENT PAGE ^ OF 15 u ui Print Date ^` ^�^^ SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION a e 3_(Lf�7. - - - - ,c^/ ASA sanctioned tournament: SGSA Regional Tournament June 13 -15 10 and Under Limited to 24 teams from DFW Metro SGSA Regional Tournament August 22 -24 14 and Under Limited to 24 teams from DFW Metro A maximum of four (4) continuing tournament teams will be permitted to practice beyond the May 24, 2003 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. SGRA "R" R eg ent nr.p I!; - G 10 & ender /17 & under EjL_Adult League Dates: Fridays March 21, 2003 - June 6, 2003 Pitch, Hit and Run: Sunday, April 27, 2003 en,.•,.h 31 EXHIBIT 20032 FIELD REQUIREMENTS FALI Division Opening Day Estimated Teams League Games Weeks of Season Days of Tournament Practices per Week 6u 9/13/03 A /02 88 108 108 72 22 8u 9/13/03 A 4/0-2 1040 128 108 72 22 10u 9/13/03 /14/$2 1040 148 108 72 22 12u 9/13/03 /14/92 1040 148 108 72 22 14u 9/13/03 /14/92 66 148 108 72 22 16u 9/13/03 /14/02 42 148 108 72 Rev. Date ^2 � ^ A T 8X)' ^^ ^^ FACILITIES UTILIZATION AGREEMENT Print Date ^` ^�^^ SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION .- - - Formatted: Bullets and Numbering 22 Formatted: Font: Arial, 8 pt — Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt ui Formatted Font: Arial, 8 pt PAGE ^ nom^G Up a e 40f7 - - - -- FALL FIELD REQUIREMENTS: Fields Practice Dates Game Dates Bicentennial #1 8/30/03 - 11/8/03"x^ Practices _Game fold nnly 9/13/03-11/8/03 / 11 /9/02 Bicentennial #2 8/30/03 - 11/8/038/3 11/9/02 ins., p o dur4ng adult league 9/13/03-11/8/039/14/02 l 1 /9/92 play on Monday&-GFF4day-c4 Bicentennial #3 8/30/03-11/8/038/31/()2 1 1/9/92 9/13/03- 11/8/03 40 1 19/92 Koalaty Park #1 & #3 8/30/03- 11/8/038/31,�1/n2_ 4 -1 /9/92 N /A 9i1 4i022_11 /9 /G2 Durham Elementary #1 8/30/03- 11/8/038i31/02 ! x/9/92 N /A 9 / ^ ^ 1 1 ., /C - ) , /G2 ==�, ASA sanctioned tournament: SGSA Regional Tournament November 14 -16 14 and Under Limited to 24 teams from DFW Metro A maximum of four (6) continuina tournament teams will be aermitted to aractice beyond the November 11, 2003 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 aractice sessions. Field areaaration will not be extended during practice sessions. => Adult League Dates: Fridays, August 22, 2003 - October 24, 2003 Mondays, August 25, 2003 - October 27, 2003 => Harvest Fest and Carnival: Saturday, October 25, 2003 Rev. Date ^2 � ^ A8VOT O 1 FACILITIES UTILIZATION AGREEMENT Print Date ^` ^�O^ SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION t - - Formatted: Centered .- - - Formatted: Centered Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt Formatted: Font: Arial, 8 pt ui �� Formatted Font: Arial, 8 pt ui PAGE ^ nom ^G ri a e 50f7_____. EXHIBIT " 20032 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 pass inspection by the County Health Department and that the hea 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 Formatted: Font: Arial s pt responsible for the upkeep and maintenance of SGSA owned equipment. SGSA Formatted: Font: Arial, s pt waives any claim against the CITY for loss of or damage to equipment or inventory Formatted: Font: Arial s pt stored in the concession area or in the concession stand. "' �� Formatted: Font: Arial, 8 pt ui Rev. Date 12118;01 FACILITIES UTILIZATION AGREEMENT PAGE ^ OF 1 ri Print Date ^` ^�^^ SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION a e 6�7_ _ _ _ _ . 8. SGSA shall be responsible for securing insurance for any inventory owned by 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. 11. The attachment "20032- Concessions Agreement' is for the concession stand located at 400 N. White Chapel. Rev. Date 12A8,'^^ FACILITIES UTILIZATION AGREEMENT Print Date ^` ^�^^ SOUTHLAKE GIRL'S SOFTBALL ASSOCIATION Association. The CITY will not allow — - - Formatted: Normal, Right Formatted: Font: Arial, 8 pt i o n�� ae27of27_____J