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Item 4H4H - 1 M E M O R A N D U M December 21, 2011 TO: Shana Yelverton, City Manager FROM: Chris Tribble, Director of Community Services Approve Facilities Utilization Agreement with Southlake Girls SUBJECT: Softball Association Action Requested: City Council approval of the Facilities Utilization Agreement with Southlake Girls Softball Association (SGSA) for 2012- 13. Background Information: As you know, the City of Southlake coordinates with various youth sports associations to offer a variety of athletic programs. These arrangements are referred to as a facilities utilization agreement (FUA). A separate agreement is held with each of the youth athletic organizations participating in the use of City-owned fields and facilities. The agreement is formatted in two parts first the Facility Utilization Agreement section that guides all youth sports and second, the Appendix section, which addresses the specific needs and usage for the individual association. Beginning 2012, the City and CISD are handling specific field allocations on a season-by-season basis for all Southlake athletic associations. The item presented for your recommendation is an agreement for one, two-year term with SGSA (January 1, 2012 December 31, 2013). Financial Considerations: The Association will pay field maintenance fees, as per the table below, to assist the City with offsetting a portion of the maintenance and operations costs. City of Southlake Values: 4H - 2 Shana Yelverton, City Manager Meeting Date January 17, 2012 Page 2 of 2 Association Season Maintenance Maintenance Season Season Fees Fees Length Months (Residents) (Non- Residents) $12 per Spring $17 per player, 4February - player, per Recreationalper seasonMonthsMay season $12 per Fall$17 per player, 4August - SGSA player, per Recreationalper seasonMonthsNovember season $24per $34per player, 10February- Selectplayer, per per seasonMonthsNovember season Strategic Link: ed to the focus area of Partnerships and Volunteerism,and Performance Management and Service Delivery and meets the corporate objectives to Collaborate with Select Partners to Implement Service Solutions,Promote Opportunities for Partnerships and Volunteer Involvement, and to Provide High Quality Customer Service. Citizen Input/ Board Review: Parks Board approved (6-0) December 12, 2011 City Council consideration January 17, 2012 Legal Review: The agreement was drafted utilizing the general core content from the agreements previously developed which have been reviewed by the City Attorney and approved by City Council. Alternatives: Alternatives include: Approve as presented Approve with input as desired Deny approval Attachments: (A) Proposed Facilities Utilization Agreement with Southlake Girls Softball Association Staff Recommendation: City Council approval of the proposed Facilities Utilization Agreement with Southlake Girls Softball Association (SGSA) for 2012-13. City of Southlake Values: 4H - 3 CITY OF SOUTHLAKE PARKS FACILITIES UTILIZATION AGREEMENT THE STATE OF TEXAS $ $ COUNTY OF TARRANT $ The parties to this Agreement are the City of Southlake, Texas, herein called "CITY," Southlake Girls Softball Association and the, herein called "ASSOCIATION." FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties agree as follows: SECTION 1 SCOPE OF SERVICES A. The ASSOCIATION shall provide the services as outlined in the attached Appendix, Section A. B. The CITY shall provide the services as outlined in the attached Appendix, Section A. SECTION 2 TERMS OF AGREEMENT The ASSOCIATION and CITY will abide by the terms of the Agreement as outlined in the attached Appendix, Section B. SECTION 3 USE OF PREMISES The ASSOCIATION shall not assign this lease nor shall it sublease or rent out any property of the CITY. Only the CITY may rent City property. All inquiries into field rentals should be directed to the CITY, specifically, the Department of Community Services, at (817) 748-8019. Due to the necessity of inter-league play in order to complete some leagues, the ASSOCIATION shall endeavor to have an ASSOCIATION team scheduled for each game played on a Southlake field when possible. The ASSOCIATION shall not engage in any business on Premises or do anything in connection therewith which shall be in violation of any existing state or federal law or municipal ordinances, or use the same in such manner as to constitute a nuisance. 4H - 4 SECTION 4 OFFICERS AND BOARD MEMBERS The ASSOCIATION shall submit to the CITY the names, addresses, e-mail addresses within two (2) weeks and phone numbers of all officers and board members after election or appointment. SECTION 5 FIELD MANAGERS The ASSOCIATION shall furnish the CITY the name, telephone numbers and e-mail address of the one (1) person designated as . It shall be the responsibility of the field manager to submit all practice, game and make-up game schedules to the CITY as per Section 6. It shall also be the responsibility of the field manager to meet with and discuss field playability as needed with a CITY representative. SECTION 6 ROSTERS AND SCHEDULES The ASSOCIATION shall furnish to the CITY, rosters of all participants (listing where within two (2) weeks after the last season game participants domicile) . The ASSOCIATION shall furnish to the CITY the full schedule (field number, age group, at least two (2) dates and game times) for each season (Spring, Select, and Fall) weeks prior to the first regular season game . SECTION 7 FIELD MAINTENANCE FEES a resident field maintenance fee of The ASSOCIATION agrees to pay the CITY $12.00 per resident player per season, a non-resident field maintenance fee of and $17.00 per non-resident player per season within two (2) (Spring, Select, and Fall) weeks after the last regular season game (Spring, Select, and Fall) to cover the costs for lighting and maintaining the fields in playing condition. The fee must be paid for all players utilizing City of Southlake fields regardless of the level or division of play The ASSOCIATION also agrees to pay for any additional field chalk and drying agent materials that the ASSOCIATION uses above and beyond what the CITY has allocated for the purchase of these materials to support the Girls Softball program. The CITY has allocated funding to support scheduled Monday Friday games only. 4H - 5 SECTION 8 FIELD USAGE The ASSOCIATION agrees that it shall not begin field usage before 4:00 p.m. on weekdays,8:00 a.m. on Saturdays, and 12:00 p.m. on Sundays, and shall cease field usage (includes games and practices) by 10:00 p.m. on Sunday through Thursday, and by 11:00 p.m. on Friday and Saturday. The CITY will turn the lights out at 10:30 p.m. on Exception: Times Sunday through Thursday, and 11:30 p.m. on Friday and Saturday. for usage of lights and fields may be modified for tournament play with prior notification and permission from the Director of Community Services. If field usage concludes prior to 10:00 p.m. Sunday through Thursday or 11:00p.m. Friday or Saturday, the ASSOCIATION shall have the responsibility to turn off all field lighting by using the Musco Control-Link password assigned to the ASSOCIATION. The CITY reserves the right to utilize the facilities when league games and/or practices are not scheduled. If facility is abandoned, the Agreement is terminated. The ASSOCIATION, while able to use the facilities pursuant to the terms of this agreement, also make such facilities available on an equitable basis to any other entity(ies) deemed suitable by the City that also legitimately seek to have some use of the facilities. SECTION 9 INSURANCE The ASSOCIATION, at its own expense, shall obtain and keep in force during the term of this Agreement public liability insurance as will protect the ASSOCIATION and the 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 the CITY from and against all liability for claims arising out of or in connection with the ASSOCIATION provide that such policy cannot be cancelled or terminated without thirty days prior written notice to the CITY. All insurance shall be issued by a company or companies of sound and adequate financial responsibility and authorized to do business in Texas, acceptable to the CITY. The type and minimum limit of liability insurance is as follows: TYPE MINIMUM LIMIT Comprehensive General $1,000,000 - Combined Single Limit Public Liability Coverage For Bodily Injury and Property Damage. 4H - 6 $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. The ASSOCIATION shall furnish to the CITY certificates of such within (10) ten days of the execution of this Agreement or prior to the insurance commencement of any activities by the ASSOCIATION at the City of Southlake Park Facilities, whichever event occurs first .The ASSOCIATION understands and agrees that it has the sole responsibility to provide this information and that failure to timely comply with the requirements under the Article shall be cause for termination of this Agreement. Insurance required by this Agreement for the CITY as additional named insured shall be primary insurance and not contributing with any other insurance available to the CITY under any third party liability policy. The ASSOCIATION 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. SECTION 10 INDEMNIFICATION THE ASSOCIATION AGREES AND UNDERSTANDS THAT IT IS SPONSORING AN ATHLETIC ACTIVITY THAT HAS CERTAIN INHERENT DANGERS, AND THAT PERSONS PARTICIPATING IN ASSOCIATION ACTIVITIES DISCUSSED HEREIN MAY BE INJURED ON THE PREMISES. THE ASSOCIATION UNDERSTANDS THAT THE CITY WILL ATTEMPT TO PROVIDE SAFE PREMISES, BUT THAT CONDITIONS MAY CHANGE OR DEVELOP WHICH CREATE UNANTICIPATED DANGERS. THE ASSOCIATION AGREES AND REPRESENTS THAT IT SHALL INSPECT THE PREMISES AT THE BEGINNING OF EACH SEASON, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, AND THAT THE ASSOCIATION HAS DETERMINED THAT SUCH PREMISES ARE REASONABLY SAFE FOR THE ACTIVITIES CONTEMPLATED BY THE ASSOCIATION HEREUNDER. THE ASSOCIATION FURTHER AGREES THAT AT ANY TIME ITS REPRESENTATIVES OBSERVE AN UNSAFE CONDITION ON THE PREMISES USED BY THE ASSOCIATION, INCLUDING BUT NOT LIMITED TO THE PLAYING FIELDS, THE ASSOCIATION SHALL IMMEDIATELY REPORT SUCH DANGEROUS CONDITION TO THE DIRECTOR OF COMMUNITY SERVICES OR DESIGNEE. IF THE DANGEROUS CONDITION POSES AN IMMINENT DANGER THE ASSOCIATION SHALL IMMEDIATELY DISCONTINUE THE ACTIVITY AND USE OF THAT PORTION OF THE FACILITY. 4H - 7 THE ASSOCIATION 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 THE ACTIVITIES OF THE ASSOCIATION CONTEMPLATED HEREUNDER, INCLUDING BUT NOT LIMITED TO ANY CLAIM ARISING OUT OF ANY NEGLIGENT ACT OR OMISSION COMMITTED BY ASSOCIATION OFFICIALS, PLAYERS, MEMBERS, OR OFFICERS. 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 INSURED AS PROVIDED IN SECTION 11 OF THIS AGREEMENT. TO THE EXTENT THERE MAY BE A WAIVER OF IMMUNITY UNDER STATE LAW TO ENFORCE THIS AGREEMENT, THE REMEDIES AVAILABLE TO ENFORCE THIS AGREEMENT ARE LIMITED TO MANDAMUS, SPECIFIC PERFORMANCE OR INJUNCTIVE RELIEF. ALL OTHER REMEDIES, INCLUDING SUITS FOR DAMAGES PARTIES. SECTION 11 MISCELLANEOUS EXHIBITS It is especially provided and agreed by and between the ASSOCIATION and the CITY that the exhibits hereto attached shall be part and parcel of this Agreement as if set out in their entirety said exhibits being: FIELD MAINTENANCE EXHIBITS 1. "A" - CITY-Owned Field Maintenance Agreement CONCESSION STAND OPERATION EXHIBITS 2. "B" - Concession Stand Agreement CLOSURE OF ATHLETIC FIELDS EXHIBITS 3. "C" - Field Inspection and Closure Agreement 4H - 8 SECTION 12 TERMINATION OF AGREEMENT If either party, the CITY or the ASSOCIATION, 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. SECTION 13 RESIDENT PARTICIPATION Both the CITY and the ASSOCIATION agree on a goal that all residents of Southlake will continue to have the opportunity, at all levels of ability, to participate in the athletic program established for their individual skill level. As an integral part of this goal the CITY encourages the ASSOCIATION to find a team for all Southlake residents who register by The CITY also encourages the ASSOCIATION to continue its development of In addition, the CITY encourages the ASSOCIATION to strive for 25% resident participation in its select level programs and 85% resident participation in its recreational level programs. SECTION 14 CITY OF SOUTHLAKE VALUES The City of Southlake has adopted values that are the fundamental principles that guide how members of the CITY conduct themselves in pursuit of the mission and vision. All organizational values as described below: Integrity: Being worthy of the public's trust in all things. We deal honestly and respectfully with each other and the public at all times. Innovation: Valuing progressive thinking, creativity, flexibility and adaptability in service delivery. Accountability: Taking personal responsibility for our actions or inaction while putting the interests of the taxpayer first. Commitment to Excellence: Behaving responsively in our delivery of service to the public. Our work is characterized by its quality and by the diligence with which it is carried out. We proactively seek to solve problems in advance. Teamwork: Recognizing the importance of working together to meet our citizen's needs, communicating clearly, sharing resources and information freely. The values set forth in Section 14 are goals to which CITY officials, staff and employees 4H - 9 are expected to adhere to in activities concerning this Agreement. While perceived failure to adhere to, comply with, or take action consistent with these values should be reported to an appropriate CITY official, staff member, or employee, such action or failure to act shall not be considered a breach of this Agreement. This Agreement is made and entered into on the _____ day of _______________, ______. CITY OF SOUTHLAKE _________________________ by: _________________________ CITY Secretary Mayor CITY of Southlake _________________________ __________________________ Approved as to form President CITY Attorney ASSOCIATION 4H - 10 EXHIBIT "A" CITY-OWNED FACILITY AND FIELD MAINTENANCE AGREEMENT 1. The CITY shall maintain all turf areas to include mowing, weed control, fertilizing and herbicide spraying. This may require up to twenty four (24) hours when the ASSOCIATION must stay off the fields after application. The City will give a forty eight (48) hour notice. The City will not close a field with a scheduled game. 2. The CITY shall perform all pre-season clay and turf maintenance to include adding clay, clay renovation, and cutting infield arcs and base paths. The CITY shall also provide clay, sand, soil, etc. to be used in leveling or backfilling low areas when deemed necessary. 3. The CITY shall prep fields, as required, Monday through Friday, weather permitting, for regularly scheduled games. Note: Fields will not be prepared by the CITY for any game(s) unless the game(s) are on the schedule. 4. The CITY shall mark all foul lines. 5. The CITY shall set the pitching rubber distances on each field according to the first scheduled game after 4:00pm on Fridays. The ASSOCIATION shall be responsible for changing the pitching rubber distances for subsequent games on Friday Sunday. 6. The CITY shall maintain all back-stops, fences and gates in a safe and secure condition. 7. The CITY shall maintain all bleachers and dugouts in a safe and secure condition. 8. TheCITY shall provide and maintain all area and ballfield lighting systems. 9. The CITY shall be responsible for the maintenance of any infield irrigation system and watering of the infields. 10. The CITY shall be responsible for the maintenance of any outfield and adjacent park irrigation systems and the watering of the outfield and of non-athletic turf areas. 11. The CITY shall maintain the restrooms in a safe and sanitary condition. 12. The CITY shall provide electrical power for the operation of the scoreboards. All costs to maintain/repair the scoreboards on the assigned fields will be the responsibility of the CITY. 4H - 11 13. The ASSOCIATION shall be responsible for the cost to maintain/repair the scoreboard controllers on the assigned fields.The CITY shall develop a letter of authorization to the manufacturer which authorizes the ASSOCIATION to purchase/repair scoreboard controllers as required. 14. The CITY shall provide and install the home plates, bases, base stakes and pitching rubbers. If the ASSOCIATION desires any specialized type of plates or base anchors, these shall be provided by the ASSOCIATION to the CITY for installation. 15. The CITY shall be responsible for chalking of baselines and any other field markings daily, Monday through Friday, during regularly-scheduled league games only. 16. The CITY will provide contract porter services on weekends. The porter service provided by the CITY will be limited to restroom cleaning and the removal of full trash bags from the trash receptacles. The schedule for the porter services will be set as deemed appropriate by the Director of Community Services. 17. The ASSOCIATION shall continue to be responsible for daily practice and game day policing of all litter on the field(s) to include playing areas, dugouts, fences, backstops, bleachers, concession stands and adjacent grounds. All litter shall be placed in the bins, cans, and receptacles provided by the CITY. The CITY shall provide pick up for these receptacles. If within t judgment, the ASSOCIATION does not comply with litter collection, a notification letter will be issued by the CITY requesting immediate compliance. If the CITY deems applicable, further non-compliance will result in a fee of $25.00 per hour/per staff member for litter clean up. 18. The ASSOCIATION shall be prohibited from performing any maintenance to any CITY property, including any turf or infield areas without permission from the CITY. 19. The ASSOCIATION shall work with the Parks Manager, or his designee, to obtain the proper training for motorized equipment usage and proper method for dragging fields, before the CITY will consider permission for the ASSOCIATION to prep the fields during weekend play. All equipment must be authorized by the Parks Manager prior to its usage to prep fields. Failure to follow the approved method for field prep will result inthe authorization to prep the fields with motorized equipment being lost. 20. The ASSOCIATION shall be responsible for securing the facility at the end of each day or evening of play. This includes, but is not limited to, locking all ball field gates and doors and turning off all interior building lighting, pavilion lighting, and field lighting when the ASSOCIATION leaves the facility. 4H - 12 21. If ASSOCIATION desires to request any special park components or other special services be provided by the CITY for tournaments or other special events, such request shall be submitted to the CITY at least two (2) weeks prior to the start of the tournament or event. 22. All rescheduled games or make-up games must be approved by the CITY. The ASSOCIATION must provide at least 24 hours notice to the CITY of scheduled make-up games. 4H - 13 EXHIBIT "B" CONCESSION STAND AGREEMENT 1. The ASSOCIATION shall have exclusive use of the concession stand at the Bob Jones Park Softball Fields for the duration of this Agreement. 2. The ASSOCIATION shall at all times during the duration of this Agreement maintain the inside of the concession stand and shall be responsible for all fixtures, appliances, and all equipment necessary for storage, preparation, and serving of food and drinks in a clean, safe, sanitary manner commensurate with similar CITY facilities in compliance with CITY, County and State statutes and ordinances and acceptable to applicable agencies. The CITY shall be responsible for all maintenance and repairs to the permanent physical structure of the building, such as electrical wiring, plumbing, ice maker, and other structural components. 3. The ASSOCIATION shall be subject to pass an annual inspection by the Tarrant County Health Department. The ASSOCIATION is also responsible for any Health Department Certificates. 4. The ASSOCIATION shall be required to police the area of all trash, garbage, paper, boxes, cartons, cans, containers, litter, etc., generated by the concession stand. Adequate trash receptacles shall be furnished by the CITY. If within the judgment, the ASSOCIATION does not comply with litter collection, a notification letter will be issued by the CITY requesting immediate compliance. If the CITY deems applicable, further non-compliance will result in a fee of $25.00 per hour/per staff member for litter clean up. 5. The CITY shall furnish the ASSOCIATION with key fobs for the concession stand, electrical room, and equipment room as deemed necessary by the Director of Community Services. 6. The CITY shall be responsible for off-season winterizing of plumbing fixtures and cutting off all water and electricity inside the concession stand as dictated by the weather. 7. The ASSOCIATION shall be responsible for keeping on only the essential appliances during the season's non-use times. Only refrigerators, freezers and ice machines may be left on at all times. Ice machines shall be unplugged and water lines unhooked during the off-season. 8. The ASSOCIATION shall at all times during the duration of this Agreement be responsible for the sanitary conditions of the walls, ceilings, floors, cabinets, doors, etc., on the inside of the concession stand. 4H - 14 9. The ASSOCIATION shall be responsible for the total contents of the concession stand. Securing any insurance for all the contents of the building is optional and will be the responsibility of the ASSOCIATION. 10. The CITY reserves the right to utilize the concession stand and/or score booths during this Agreement. 11. If facility is abandoned this Agreement is terminated. 4H - 15 EXHIBIT "C" FIELD INSPECTION AND CLOSURE AGREEMENT Reasons for Athletic Field Closure 1. It is raining at game time. 2. Softball infields and/or outfields 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 Closure (Weekdays) 1. Inspect Athletic Fields by 3:00 p.m. 2. Make a decision based upon field condition or weather. 3. List any closings on the CITY Field Closure Line (817) 748-8028 by 4:00pm. 4. The website is updated Monday through Friday by 4:00 pm. http://www.cityofsouthlake.com/siteContent/70/documents/Departments/C ommunityServices/Parks/RainoutLine.pdf 5. The Parks Manager or designee will have the final responsibility for canceling games with regards to field conditions for weekday games. 6. If the conditions are marginal, the field information may include a notice that such conditions are subject to change with an updated notification by 4:00 p.m. 7. After games have begun and inclement weather becomes a factor, the ASSOCIATION officials shall follow the same guidelines as CITY staff for deciding cancellation or postponement. (Weekends) 1. If a decision at 3:00 p.m. Friday is not possible, the Parks Manager or designee familiar with the Athletic Fields will monitor the weather and field conditions throughout the weekend and make decisions on field closure as needed. 2. Inspect Athletic Fields by 7:00 a.m. on Saturday and Sunday. 3. Status for Saturday and Sunday afternoon and evening games may be reevaluated at the discretion of the Parks Manager or designee at 11:30 a.m. and the field decision will be made prior to noon that day. 4. The CITY Field Closure Line (817) 748-8028 will also be updated by 8 Note: a.m. for Saturday and Sunday games. The website is only updated Monday through Friday. 4H - 16 5. The Parks Manager or designee shall consult with the ASSOCIATION's Field Manager about the status of the fields. 6. Should the ASSOCIATION's Field Manager and the Parks Manager or designee not agree, the decision of the Parks Manager or designee shall be final. CITY Responsibility for Implementation 1. The primary responsibility for making field closure decisions rests with the Parks Manager or designee responsible for Athletic Field maintenance. 2. In the Parks Manager or designeeabsence, the Athletic Field Crew Leader shall make the decision concerning Athletic Field closures. 3. The Athletic Field Crew Leader shall consult with the Parks Manager on any decision concerning Athletic Field closures. 4. In the absence of both the Parks Manager or designee and the Athletic Field Crew Leader, a person designated by the Parks Manager shall make decisions concerning Athletic Field closures. 5. The appropriate ASSOCIATION's Field Manager has the responsibility to inform the ASSOCIATION and the participants about the field closure decision. 4H - 17 PARKS FACILITIES UTILIZATION AGREEMENT CITY OF SOUTHLAKE AND SOUTHLAKE GIRLS SOFTBALL ASSOCIATION APPENDIX SECTION A SCOPE OF SERVICES The ASSOCIATION agrees to provide a recreational youth softball program that adheres to onal values outlined in Section 14 of the Agreement. program needs for 2012 2013. Specific field allocations will be based on the previous year, as per the City of Southlake/Carroll ISD Athletic Field Management Program. The City will present specific seasonal field allocations in writing to the Association one (1) month prior to each season. SECTION B TERMS OF AGREEMENT 1. This Agreement will be effective the date signed by the Mayor. January 1, 2012December 31, 2. The term of this Agreement shall be for , through 2013 . 3. The beginning of a season is the first day the ASSOCIATION utilizes the field(s) for coach look, tryouts, scrimmages, pre-season games, games, clinics, or camps for that corresponding season. The end of a season is the last day the ASSOCIATION utilizes the field(s), as described above, for that corresponding season. 4. Girls Softball shall consist of the following seasons: Spring Recreational (typically February - May) R Select (typically February November) R Fall Recreational (typically August - November) R 5. A maximum of eighteen (18) tournaments, actually played, will be allowed per year. No tournaments will be allowed the weekend of Soccerfest (typically the third weekend in May each year). This includes any overflow, co-hosted, or joint tournaments with other associations/entities. This does not include league tournaments for the spring and fall season leagues. An annual tournament calendar th shall be submitted by January 15 each year. An ASSOCIATION rep shall be available at all times during all tournaments. 4H - 18 6. The collection of admission or "gate" fees by the ASSOCIATION is permissible, at the Bob Jones Park softball fields only, for tournaments (not including regular season tournaments). The ASSOCIATION agrees that the location of such admission access points shall not prevent or impede other park users from accessing other general areas of the park. 7. The collection of tournament entry/registration fees by the ASSOCIATION is also permissible. 8. All e period from May 28, 2012 through June 10, 2012 (as well as the same corresponding dates for 2013), and during the months of December and January.In addition, no tournaments may be held during the third weekend in May each year (during Soccerfest). 9. Softball leagues. The CITY will have priority to the facility for any CITY event. 10. Additional facility usage may be permitted by the Director of Community Services. Additional facility usage requests must be submitted in writing to the Director of Community Services a minimum of two (2) weeks in advance. 11. Fields that are not being utilized by the ASSOCIATION or the CITY will be made available for public use. The CITY will work with the ASSOCIATION to identify any available fields. 12. Only those ASSOCIATION representatives who have been issued a permit by the CITY will be allowed to drive automobiles into the complex on the pedestrian pathways. The permit will only be issued by the CITY to those ASSOCIATION representatives responsible for the delivery of concession and building supplies to the concession/restroom/storage facilities. The permit allows for the drop-off and pick-up of concession and building supplies. At no time, may an automobile be parked inside the complex, as these areas are reserved for pedestrians only. All automobiles must be parked in the parking lot.The ASSOCIATION must contact the Recreation Superintendent for a permit. Violators will be ticketed by Southlake Police. 13. The ASSOCIATION must request permission in writing to utilize a golf cart or workman type utility vehicle on CITY property. If approved, a permit will be issued by the CITY to the ASSOCIATION on a per vehicle basis. Misuse of the vehicle, as determined by the CITY, may result in the cancellation of the permit and ability of the ASSOCIATION to use these vehicles. 14. Minor, functional and operational amendments to this Agreement must be approved by the Director of Community Services. Except as otherwise authorized herein, any other substantive amendments to this Agreement must be approved by City Council following a recommendation by the Parks and Recreation Board.