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Home My WebLink AboutParks and Rec Advisory Board-Agenda Packets-10/8/2003 City of ,~ Texas PUBLIC NOTICE COLLEYVILLE CITY COUNCIL AND PARKS AND RECREATION ADVISORY BOARD JOINT WORKSESSION AGENDA OCTOBER 8, 2003 6:00 P.M. CITY HALL COUNCIL CHAMBERS 5400 BRANSFORD ROAD I. Call to Order Mayor Joe Hocutt II. Parks and Recreation Advisory Board Jim Messina, Chairman III. City of Colleyville Comprehensive Parks, Recreation and Open Space Masterplan, Parks Projects and Park Land Acquisition Monica Sue Walsh, Parks and Recreation Director IV. Youth Sports Associations' Overview V. General Discussion VI. Adjournment o ~ OIlV -1or: ("'r\1 I r::V\/11 I C ,LV ^ C" -,C't"\1""') A In... -"7\ r-""'7-P ~r--Yr- COLLEYVILLE CITY COUNCIL AND PARKS AND RECREATION ADVISORY BOARD JOINT WORKSESSION OCTOBER 8, 2003 The Joint Worksession of the Colleyville City Council and Parks and Recreation Advisory Board was called to order by Mayor Joe Hocutt on October 8, 2003, at 6:05 p.m. ROLL CALL: Councilmembers Mark Skinner, Elaine Dolan, Jon Ayers, Mayor Pro Tern Tigue, Mayor Joe Hocutt and Parks and Recreation Advisory Board members Jim Messina, Gil Turner, Chuck Thomas, Bill Mitchell and Chris Fay were present. City Manager Bill Lindley, Deputy City Manager Dianne McWethy, Parks and Recreation Director Monica Walsh, Recreation Supervisor Craig Dishman and City Secretary Cynthia Singleton were also present. Councilman Rich Hendler arrived at 6:55 p.m. Parks and Recreation Advisory Board members Meg Davis, Vince Rosen and Pete O'Brien were absent Other attendees included: John Purcell, Grapevine-Colleyville Wrestling Association, Pete Thomas, Northeast Youth Basketball Association, Pete Riis and Keith Staudt, Colleyville Girl's Softball Association, Bob Leininger, Colleyville Pee Wee Football and Cheerleading Association, Joe Ben Hassell, Colleyville Baseball Association and John Grace, Colleyville Soccer Association Nancy Coplen, Grapevine-Colleyville Independent School District Liaison also attended. I. Parks and Recreation Advisory Board Chair Jim Messina introduced Parks and Recreation Advisory Board members and Sport's Association representatives. .- _.. ,- -.--.-..---.----.---~..-----.. '-_'_'___u___..._.___... ___...._ JOINT CITY COUNCIL AND PARKS AND RECREATION ADVISORY BOARD MINUTES OCTOBER 8, 2003 II. City of Colleyville Comprehensive Parks, Recreation and Open Space Masterplan, Parks Projects and Park Land Acquisition Parks and Recreation Director Monica Walsh provided an overview of the Comprehensive Parks, Recreation and Open Space Master Plan, potential acquisition of park land, review of Pleasant Run Park Practice facility renovation, McPherson Park and Sneed Property Master Plans and an overview of the Interlocal Agreement for Park, Playground and other recreational facilities between Grapevine-Colleyville Independent School District and the City of Colleyville. III. City of Colleyville Comprehensive Parks, Recreation and Open Space Masterplan, Parks Projects and Park Land Acquisition Parks and Recreation Director Monica Walsh provided an overview of the Comprehensive Parks, Recreation and Open Space Master Plan, potential acquisition of park land, review of Pleasant Run Park Practice facility renovation, McPherson Park and Sneed Property Master Plans and an overview of the Interlocal Agreement for Park, Playground and other recreational facilities between Grapevine-Colleyville Independent School District and the City of Colleyville. IV. Youth Sports Associations' Overview Youth Sports Association representatives provided a history of the sports program and overview of number of participants, fee structure and practice and game field use. V. General Discussion There was general discussion related to the use of game fields for practice, the need for additional practice facilities and the condition of practice facilities. There being no further business, Mayor Hocutt adjourned the meeting at 8:55 p.m. APPROVED THIS OF AYES, DAY OF NAYS AND 2003, BY A VOTE ABSTENTIONS. JOINT CITY COUNCIL AND PARKS AND RECREATION ADVISORY BOARD MINUTES OCTOBER 8, 2003 Minutes taken and prepared by: Cynthia Singleton, TRMC City Secretary MEMORANDUM TO: Bill Lindley, City Manager Monica Sue Walsh, Parks and Recreation Director~ October 3,2003 FROM: DATE: SUBJECT: City Council and Parks and Recreation Advisory Board Joint Worksession As per the attached City Manager's letter, dated September 4, 2003, to the Parks and Recreation Advisory Board and the city's co-sponsored Youth Sports Association Presidents, the following information has been compiled. (See attached). At the October 8, 2003, Joint Worksession of the City Council and the Parks and Recreation Advisory Board, the Parks and Recreation Department staff will provide an overview of the following information: · Comprehensive Parks, Recreation and Open Space Master Plan highlighting the summary of facility priority items, Citizen Priorities and Parks and Recreation Advisory Board Priorities · Update of acquiring additional park land based on past research of parcels ten acres or greater · Review of Pleasant Run Park Practice facility renovation, McPherson Park and Sneed Property Master Plans · Overview of the Interlocal Agreement for Park, Playground and other Recreational Facilities between GCISD and the City of Colleyville (See attached) Staff has attached a summary of information received, to date, from the Colleyville Girl's Softball Association and the Colleyvil/e Soccer Association. (See attached). Additionally, staff has provided copies of the Athletic Facilities Utilization Agreements for each of the city co-sponsored youth sports associations. Representatives of each of these associations will have an opportunity to provide an overview of their programs at the meeting. Attachments: · City Manager Letter, dated September 4, 2003 · Interlocal Agreement for Park, Playground and other Recreational Facilities between GCISD and the City of Colleyville · Youth Sports Association Summaries and E-mails · City Co-sponsored Youth Sports Association Athletic Facilities Utilization Agreements xx: Dianne McWethy, Deputy City Manager September 4, 2003 Name Position Entity Address Col/eyville, Texas 76034 Insert name, The City of Col/eyvil/e is fortunate to have an outstanding youth sports program. While a lot of work has been done in previous years, the City Council has a strong interest in enhancing these programs even further. Particular areas of interest include the capital planning for facilities and expanding participation with the GCISD. The City Council discussed hosting a meeting with the Parks Board and Sports Associations on October 8 (from 6:00 pm to 9:00 pm). We would hold the meeting at the Col/eyvil/e Center. Topics of discussion identified by the City Council include: Parks Board · review of the Master Plan · update of acquiring additional parkland · review of projects for last several years (new and renovated facilities) · review of GCISD use agreements (success-failures) Sports Groups · future needs for facilities · anticipated growth · structure of field use agreements by other groups · review of financial contributions (cash, equipment, maintenance, etc.) · what can the City do to meet the needs of the participants · review of submitted information: o number of participants last three years by age, sex, recreation-select, etc. o fee structure for partiCipants o how the Association sees the value of the .GCISD facility usage o how does the Association use the fees paid by partiCipants o what can the City do better to enhance th~ GCISD maintenance of facilities that the City provides funding for o ideas on how to control use of facilities by non city associations o what does a participant receive for fees paid (uniform, trophy, insurance, etc.) Parks Director Monica Walsh (817-656-7275) will be contacting you over the next few days to verify your attendance. As always, thank you for the time, energy and commitment you provide to the community. Sincerely, Bill Lindley City Manager INTERLOCAI.. ASF..E:EMENT FOR PARK, PLAYGROUND AND OL~=. ~CREATIONAL FACILITIES THIS AGREEMENT is made a:1d entered into by and CITY OF COLLEYVILLE, a home- r-u 1 e municipa 1 corpo ra t i on, referred to as "City", and the GRAPEVINE-COLLEYVILLE between the hereinafter INDEPENDENT SCHOOL DISTRICT, an independent school district in Tarrant CfJunty, T e x a s lac ate d par:: i a 11 ~r i nth e C i t y 0 f Co 11 e yv i 11 e , and w hie his hereinafter referred to 2S "Dist=ict". R=:CITALS 1. The Di.strict presen::ly maintains and operates several school campuses, athletic :acilities, and playgrounds in the City and plans for more sc~oDl sites, athletic facilities and playgrounds in the City in the future. 2. The City presently ffi2intains and operates several parks, athletic facilities, and play~=ounds and plans for more parks, athletic facilities, 2nd playgrounds in the future. 3. Both the Ci ty and the District have determined there is a need for providing certain recreational facilities for schools, as well as for the general public. 4 . Both the Ci ty and properties and facilities purpos es and the educ a t i cna 1 priority. ~he District recogn~ze are intended primarily ~eeds of children are that for the school school highest 5. The District, through its Board of Trustees, desires to coope ra te wi th the Ci ty, through its Ci ty Counci 1, in the joint planning, design, construc-:ion, financing, use and maintenance of certain recreational facilities for the enjoyment and benefit of all citizens. INTERLOCAL AGREEMENT G:rsD/cc/IA-2232Icjpl PAGE 1 6. This Agreeme:::. _~ compliance with the Interlocal Code Section 791.001, et. seq. made pursuant to Cooperation Act, and in strict Government Texas NOW, THEREFORE, for and in consideration of the mutual promises, covenants and conditions contained herein, and other good and valuable copsideration, the receipt and sufficiency of which is hereby acknowledged, ~he City and the District hereby agree as fo llows : I . IdentiEi~ation of Facilities 1. The City owns certain parks, athletic facilities, , playgrounds and othe:: recreational facilities (hereinafter referred to collectively as the "City Property"), and the District owns certain school campuses, athletic facilities, playgrounds and other recreational facilities (he:-einafter referred to collectively as the "District Prope::ty"). A list of available City Property and available District P::operty shall be ~S:l1,ange(t 9.n.nually on June 15th and will represent the City Property and District Property available for joint usage. I I. tlutual Usage 2.1 The City shall be entitled to priority use of the District Property, a~ove other nonschool related use, upon approval by the District of a schedule of City activities ~mqRI:.ograms. The C i t Y s hall ann u a 11 y s u bm i t to the D i s t r i eta s c he d u I e 0 f C i t y activities and prog::ams for approval by July 15th of each year. The District shall 2?prove the schedule as submitted, or with any modifications deemec necessary by the District, no later than August 15th of each year. In the SChedUling of District Property use, school Sponsored events and programs shall have priority over City recreational program use. The schedule may be modified by the mutual Consent of the parties in writing. Use of District Property by the City for activities not approved on the original schedule shall be allowed only when available. INTERLOCAL AGREEMENT GCISD/CC/lh-:~32(ejp) PAGE 2 2.2 The Distr-ict s:-.=.:'2. be entitled to priority use of City Property upon the apprav~:' tly the City of a schedule of District activities and programs. :ie District shall submit annually to the City a schedule of dist=i=: 2ctivities and programs for approval by the City no later than ,.."..:..:.y 15th of each year. The City shall approve the schedule 2S s~=~:~ted, or with any modifications deemed necessary, no later th2.:: ;'.:.:;ust 15th of each year. The schedule may be modified by the 17:;':'':".1al co;,sent of the parties in writing. Use of the City Proper-ty by the District for activities not approved on the origi~~: schedule shall be allowed only when ' . available. 2.3 The City Parks Director and the District Athletic Director shall hold a mee'::':1~ on Janu~.E,lp~.?th~,I'ld .on June lSt)1 of each year, for the purpose ~: coordinating facility use schedules. 2.4 Each party Sh2:~ supply all expendable materials and all equipment necessary for ca==ying on that party's program. III. ~2i~~encnce of Property 3.1 The City sha:: be responsible for maintaining City Property and the Dist~ic~ shall be responsible for maintaining District Property. Haweve::. the District shall be responsible for maintenance and cleaning 2= any City Property immediately after conclusion of Dist::ict-S?c~sored events, and the City shall be responsible for rn2inten2~ce and c~eaning of District Property immediately, following" the conclusion o,f Olny City Sponsored event. ' , , Since the City has the ex:::'usive use of the Pleasant Run Soccer Field, it shall have the s8le responsibility for maintaining the property. 3.2 Th~ sponsorlr:g ;:.....:'thority attendance at all times ,:::.:.:=:.ng the on the other parties' pr8?e::,:y. shall have a representative 1n conduct of any sponsored event INTER~OCAL AGREEMENT G::SD/CC/IA-2232(cjp) ,PJ\GE 3 IV. P2Y5~~al Improvements 4. City and Dis'::-:ct shall attempt to plan in their long term budgeting process for improvements to City Property and District PropeTty. The Ci ty may agree to fund improvements to District Property. The 8is':rict may agree to fund improvements to City Property if an educ2tional benefit can be derived from the investment. Improvements made to ei ther parties' property, pursuant to the terms of this Ag reement, sha 11 be and rema in the property of the' enti ty who owns the property, whether or not the improvement constitutes 2. movable fixture. Improvements made by one party to the other pa::ty's property shall only be made with the written consent of the party owning the property. Plans and specifications for perwa~en': improvements shall be approved by the party owning the p:-operty. V. No Assumption of Liability 5.1 The Dis':::ict 2SSUwes no responsibility for any claims I damages, injuries or laws~i':s, or causes of action arising from the use of the Distric~ Prope:-ty pursuant to this Agreement. 5.2 The Ci':y assumes no responsibility for any claims, damages, injuries or lawsuits, or causes of action arising from the use of the City ?roper':y, pursuant to this Agreement, except as otherwise provided by law. 5.3 The City agrees to wa~ve, release, indemnify and hold harmless the Dist::ict, its officers, employees and representatives act in gin t he s c c ? e 0 f the D i s t r i c t's au t ho r i t Y , f r om a 11 co s t s (inCluding attorney fees), claims, demands, damages, injuries or causes of action a=isin~ o~t of the operation of the City's programs held on Dist:-ict property, but only to the extent of INTERLOCAL AGREEME:,7 PA-GE 4 r;rl C"'fllt', 'TT.._.....,..,j (-:_...;...) City's liability under the Texas Tort Claims Act. agrees to reimburse District for damages to resulting from City's use of District property. The City further District property 5.4 The District agrees to waive, release, indemnify and hold harmless the City, its officers, employees and representatives acting in the SCope of the City's authority from all costs (including attorney's fees), claims, demands, damages, injuries, or causes of action arising out of the District's use of City property pursuant to this agreement, but only to the extent of the District's liability under the Texas Tort Claims Act. The District further agrees to reimburse the City for damages to City property resulting from the District's use of the property. 5.5 Nothing herein shall be construed ln any manner to constitute a waiver of any immunity or affirmative defense which may be asserted by District or by City, nor to create a cause of action brought by any third party. VI. Pleasant Run Soccer Field 6.1 The District currently Owns property located at 6500 Pleasant Run Road (referred to as the "Pleasant Rurt Soccer Fie ld") . Notwi thstandi ng anything in thi s AS'reement to the contrary, the City shall have exclusive use of the Pleasant Run Soccer Field for park, athletic, playground, and other athletic re la ted purposes and may _ ma..ls.~__5D11?-L9vemen ts thereon at its so Ie discretion until the use is terminated pursuant to the provisions of paragraph 6.2. 6.2 The District may terminate the use by the Ci ty of the Pleasant Run Soccer Field by giving written notice of its intention to terminate 90 days prior to termination. Notwi thstanding paragraph 4 above, upon termination of the use by the City under this paragraph or paragraph 7 below, the City shall be entitled to remove any improvements to the Pleasant Run Soccer Field which can be removed without damage to the land. Any INTERLOCAL AGREEMENT GCISD/CC/I^-::~2Icjp) PAGE .5 improvements not re~~oed property of the Distric~. ~"'r -1 the City shall be and remain the 6.3 In the event the District, prior to the termination of the City's use of the Pleasant Run Soccer Field, elects to sell the Pleasant Run Soccer Field, :.t shall, in accordance with Texas Local Government Code Section 272.001, (b){6) and (f) obtain an appraisal of the fair market value of the land. The appraisal shall be conclusive of the fair market value. The District will then offer the City, in writing, the O?portunity to purchase the land at the appraised value. The City ~ay, within 60 days after receipt of the notice from the School Dist=ict, elect to purchase the Pleasant Run I . Soccer Field at fair market value. The City's election to purchase the property shall be evidenced and be conditioned upon the City delivering'to the School District a written offer to purchase the property for fair ma!"ket value, at terms and conditions agreeable to the School District within the 60 day period. In the event the City elects to purchase the property, then the School District shall sell the proper-t::y to t.he City ln accordance with the terms and condi tions of the offe:. In the event the Ci ty elects not to purchase the property, theLl the School District shall be free to provide notice to the ge:1eral public of the offer to sell the pr,operty. VII. Term of Agreement 7. This Agreement shall be for an indefinite term and shall continue from year to yec~ unless terminated pursuant to the provisions hereof. Except for paragraph 6.2 above, either party may terminate this Agreeme:1t by giving the other party notice of its intention to termincte the Agreement 120 days prior to termination. INTERLOCAL AGREEMENT G=ISD/CC/IA-:2;:lcjpl PAGE 6 VIII. A:.>signment 8. Neither par-:yto this Agreement shall, without first obtaining written co~sent of the other party, assign, pledge, or in any way encumber this Agreement, in whole or in part, or sublet any of the property which is the subject of this Agreement or any part thereof. IX. Ezclusive Agreement 9.1 This Agresmen': contains all of the agreements made by and between the parties a:lQ supersedes any prior written or oral agreements relating to the su?ject hereof. 9.2 This Agree~ent lS fully performable in Texas, and shall' be canst:::-ued in accordance with State of Texas. Tarrant the 1 aws County, of the x. Ni:.>cellaneous 10.1 The terms 2nd cond~tions of this Agreement shall survive the date of execution and continue thereafter for as long as necessary to effectuate this Agreement. 10.2 Any individual signing this Agreement on behalf of an entity hereby represents and warrants in his/her individual capacity that he/she has =ull authority to do so on behalf of that entity. 10.3 Each pa:::-ty -.:i II do such further and delivering additional agreements acts, including or instruments as executing the other may reasonably require, to consummate, confirm the agreements contained in this Agreement. evidence or INTERLOCAL AGREEMENT GCISD/CC/IA-2232Icjpl PAGE '7 10.4 All recita:s r.ferred to in this Agreement are an integ ral part of this A~reement. They are incorpOrated in this Agreement by this refe"ence as though at this point set forth In full. EXECUTED this the -[{ .;< Lj day of 0, // /.' J. GRAPEVINE-COLLEYVdLLE I.S.D. a-'., / ,/1 By.m'ib /}^'-- - Mike Davrs ,- President Board of Trustees I 1993. CITY OF COLLEYVILLE: BY: ~ ',' Richar~Con, Mayor ATTEST: ~I~ dAA'^ Na e: Ci Y Secretary ATTEST: STATE OF TEXAS ~ ~ COUNTY OF TARRANT ~ BY: Marion Brekken DiG.k--R.a.wli-ng.s I Secretary Board of Trustees ~is instrument of ~ City of olleyv'ille. was acknowledged before me on 1993/ by Richard Newton, the .21/. Mayor of day the f'-'-~~~"""'" - -' - .-~"'-~~; , _-::;:~~,r "~,Y~11 , ffi~~" I "'~i-\ JEAN H~RRIS , ~~~\ ' ..tj '.OMMISSIOill eXPIRES i ; 11~;'<'<'''''\'~!7 MAY 13 1993 J '\\,,,~,..t...--- ~'-~~... - ""': .... .-.- ---...-.:-.~"'""" aM,-j}~ No~ry PUblIc, State of Texas Prlnted Name: Commission Expires: STATE OF TEXAS ~ ~ COUNTY OF TARRANT ~ ~S7 instrument was 2cknowledged before me of //1 /,.~(. 1993, by Mike Davis, Grapevine-Co~~yville I.S.D. Board of Trustees. /( On the df/ ~y President of the INTERLOCAL AGREEMENT GCISD/CC/IA-2~32(cjp) ~'L',~/4'~z Notary Public, State oeTe~as Printed Name: Commission Expires: M""'" . ...-.,...... , :':-~;.;;.\ h.~;i:F'r !~~--=-, ';1'/'" "':,' "r -.. I PAGE 8 Colleyville Gin's Softball Association (CGSA) information submitted to Parks and Recreation Department: 2003 Information Spring fees: T-Ball-10 games BU-14U-15 games $60 $90 one child $120 two children $200 three or more children $10 per child Non resident Spring registration 209 recreation players 30 dassic players Fall fees: T-Ball-10 games BU-14U- 10 games $65 $65 one child $120 two children $180 three or more children $10 per child Non resident Fall registration 211 players Registration fees pay for: Umpires, Insurance, Equipment (balls, bats, catchers equipment, batting helmets), First aid kits, ice packs, ASA membership fees, City maintenance fees, City non resident fees, Storage for equipment, Spring Awards Banquet- food, Spring trophies, Uniforms (shirts, pants or shorts, socks in the spring and shirts in the fall), Field maintenance fees for GCISD practice fields, Website server fees, Post office mailbox, Association rain out phone mailbox Signage for advertising sign ups, printing for signup forms, Information letter and flyers for GCISD schools, Rental of city facilities for sign ups spring awards banquet and coaches meetings Contributions to city: Sod at City park $7,500 GCISD improvements $10,613 Spring 132 residents x $5 maintenance fee $660 Spring 107 non residents x $15 maintenance fee to City Fal/128 residents x $5 maintenance fee to City Fall 83 non residents x $15 maintenance fee to City Advertising signs Commitment for Sneed Property $1,605 $640 $1,245 $75 $20,000 Contributions to GCISD for maintenance: Anticipated cost for chemical application and mowing $1 ,400 Other expenses: Storage space for equipment (annual cost) $1,200 Revenues from the other areas: Concession stand, Donations, Advertising signs on game fields, glove and ball sales. Monica Sue Walsh lSUbject: FW: CGSA fall registration numbers -----Original Message----- From: Pete Riis Sent: Sunday, September 07, 2003 10:56 PM To: Monica Walsh; Craig Dishman; Mark Bauer; Steve Breunig; Brad & Teresa Fowler; Dave, SharI a & Kristin Kershen; TONY MOORE; Rick Powell; Kristen Sass; keith staudt; Angelia Szysh; Nancy Tees; Juliann, Chris & Becky Wilson Subject: CGSA fall registration numbers Monica and Craig Per our field use agreement this is to advise you of Our fall registration numbers and the fee's due the City of Colleyville. Total Fall Registration - 211 Colleyville residents Non - Residents 128 - 60.7% 83 - 39.3% 128 @ $ 5 83 @ $15 $ 640 $ 1,245 Total $1,885 For the year the recap of monies paid to the City, GCISD or private parties to improve or replace facilities furnished by the City or GCISD is as follows and can be used for the joint meeting in October. In the spring we registered 209 rec players and 30 Classic players for a total of 239 girls. Spring numbers broke down: 132 residents of COlleyville @ $5 = $ 660 107 Non-residnets @ $15= $1605 55.2% 44.8% Total $2265 We also paid 25% of the gross we got from the two signs ($300) which carne to $75. Total paid to City of Colleyville in spring $2340 For the year we registered 450 girls and paid the City of Colleyville $4150 in fees (including signs) . In addition we contributed $10,000 towards enhancements to GCISD fields plus $613.10 to extend the irrigation system on the field at Colleyville IMiddle school. We have continuing maintenance, weed and fertilizer cost for the GCISD properties amounting to $1400 annually which we pay for out of our budget. . 1 We also carryon Our books a $20,000 obligation to the City of Colleyville for development of the Sneed lProperty. Due to the conditions in the storage shed (Colleyville Park and Rec provided us without cost) which caused damage to our equipment from rodents and insects, we were compelled to rent commercial storage space this year at a cost of $1,200 per year (ongoing expense). We are in the process of cleaning out the shed and will be returning the keys to you before the end of the fall season. This years project on GCISD properties has led to us cutting all spending for equipment out of Our budget, raising registration fees and cutting all other expenses to a bare bones basis. I will be providing some addition material for the joint mtg. in Oct as it is developed. Pete Riis - President CGSA Do you Yahoo!? Yahoo! SiteBuilder - Free, easy-to-use web site design software http://sitebuilder.yahoo.com 2 Monica Sue Walsh kUbject: FW: FW: Meeting on 10/8 -----Original Message----- From: Pete Riis Sent: Sunday, September 07, 2003 11:10 PM To: Monica Walsh Subject: Re: FW: Meeting on 10/8 Monica My schedule should allow my attendance as I am returning from a trip on the 8th. I started gathering info for the meeting and sent you some info in a separate email for the year 2003. Previous years may be tough as info was not kept by the previous President in that time frame. Pete Riis - CGSA > > -----Original Message----_ > From: Monica Sue Walsh > [mailto:walshm@ci.cOlleyville.tx.us] j> Sent: Friday, September 05, 2003 1:06 PM > To: Shawn Courtney; Bob Leininger; Bob Leininger; > Joe Ben Hassell; John > Grace; Pete Riis; Pete Thomas > Subject: Meeting on 10/8 > > > Good afternoon, > > You will be receiving the attached letter (of course > with your name on it) > in the mail SOon. I wanted, to touch base with you to > see if you will be > attending the meeting. We have our Park Board > meeting on Monday and I wanted > to let them know who would be in attendance at the > October 8th meeting. > Please let me know if you can make the October 8th > meeting by Monday, > September 8th at noon. > > Thanks, > Monica > > ATTACHMENT part 2 application/msword name=YSAPKBD Lettter.doc Do you Yahoo!? Yahoo! SiteBuilder - Free, easy-to-use web site design software http://sitebuilde~.yahoo.com 1 Collewille Soccer Association (CSA) information submitted to Parks and Recreation Department: Future needs- more practice space Anticipated growth- 10-15% dUring the next 5 years What can the City do to meet the needs of the participants - maintain quality facilities Number of participants - approximately 950 recreation and 450 select evenly divided by sex, ages ranging over the past three years 5 years - 110 6 years - 110 7 years - 120 8 years - 140 9 years - 140 10 years - 120 11 years - 60 12 years - 60 13 - 15 years - 80 Fee structure - $65 Colleyville Resident, $75 Non-resident, (there are some family discounts, etc.) How the association sees the value of the GCISD facility usage- only limited access is allowed by GCISD How does the association use the fees paid by participant- uniforms, trophies, and referees, maintenance of field equipment (goals, flags, radios, etc.), administration and registration fees, insurance and national association fees and capital improvements to City facilities What ca'n the City and the youth sports association do to enhance the playability of the newly improved GCISD areas- N/A What does a participant receive for fees paid - uniforms, equipment, trophies, tournament fees, insurance, registration in NTSSA, etc. Message Page 1 of 1 Monica Sue Walsh Subject: FW: Info for Oct. 8 -----Original Message----- From: jgrace Sent: Thursday, October 02, 2003 5:32 PM To: Monica Walsh Su bject: Info for Oct. 8 Monica The following will, I hope, fill in some of the blanks in the questions Bill asked in his letter 9/4. future needs - more practice space anticipated growth - 10 to 15% during the next 5 years structure of field use agreements by other groups _ I'm not sure what this refers to review of fian. contributions - I assume you mean wnat we what can the City do to meet the needs of the participants - maintain quality facilities have contributed, i.e., lights, etc.? review of submitted info: no, of participants - approx. 950 rec. & 450 select evenly divided by sex, ages ranging over the past three years 5 years - 110 6 years -110 7 years - 120 8 years - 140 9 years -140 10years-120 11 years - 60 12 years - 60 13 - 15 years - 80 fee structure - $65 Colleyville Resident, $75 non-res. (there are some family discounts, etc.) how the Assoc. sees the value - only limited access is allowed by GCISD how fees are used - uniforms, trophies, referees, maint. of field equip. (goals, flags, radios, etc.), admin & registration fees, insurance & national assoc. fees & capital improvements to City facilities what can the City and .......of newly improved...... N/A what does a participant receive - uniforms, equipment, trophies, tournament fees, insurance, registration . in NTSSA, etc. I hope this helps. John 10/3/2003 Fall 2003 Athletic Facility Utilization Agreements For City Co-sponsored Youth Sports Associations CITY OF COLLEYVILLE PARKS AND RECREATION ATHLETIC FACILITIES UTILIZATION AGREEMENT FOR COLLEYVILLE SOCCER ASSOCIATION This Agreement for the use of athletic facilities is designed to ensure that athletic facilities owned and/or operated by the City of Call eyvi lie, inclusive of Grapevine- Colleyville Independent School District facilities, are utilized efficiently and safely. The City of Colleyville Parks ani:! Recreation Department will work with volunteer athletic organizations to cosponsor a high quality youth sports program for the Colleyville community. The parties to the Agreement are the City of Colleyville, Texas herein called "CITY' and the Colleyville Soccer Association (CSA) herein called "Association". I. ALLOCATION OF FACILITIES Each organization will be assigned facilities for the City. All organizations shall submit a written request to the Parks and Recreation Department (PARD) for the use of game fields. In the event two or more organizations request the Use of the same facility, the City reserves the right to review and adjust scheduling to ensure that all facilities are being fully utilized. A The City agrees to permit the use of "City" athletic facilities for the scheduling of the Colleyville Soccer Association league games and/or practices, as described in Exhibit "0" 2003 Athletic Facilities Use Agreements and in accordance with the Interlocal Agreement between the City and the G-CISD General Regulation and Guidelines for Facility Usage. The "City" agrees to permit the use of the G-CISD facilities for the scheduling of practices, as described in Exhibit "0". B. The City agrees to permit the use of the use of "City" athletic facilities for the scheduling of two Colleyville Soccer Association pre/post season activities Subject to the approval of the Parks and Recreation Manager. 1. Coaches Clinic August 23 (2 fields) 2. C. All American Eagles events must be approved through the ColleYVille Soccer Association, and then approved through the Parks and Recreation Manager. All other skill clinics and tryouts must also be approved through the Parks and Recreation Manager. D. The term of this Agreement shall be from August 23, 2003 through December 6, 2003. All makeup game schedule requests will be given to the Colleyville Parks and Recreation Department in writing at least 48 hours before the makeup game date for approval. Information will contain dates, times and fields for makeup times. E. The terms of this Agreement will not automatically be renewed on a semi-annuai basis. The City will review requests twice each year and respond in writing to the requesting organization concerning the availability of facilities. F. The Association shall not assign this lease nor shall it sublease or rent out any property, or charge fees for any game or practice facility without written consent of the City. This provision includes soccer camps and tournaments. G. The Association shall not engage in any business on the premises or violate any existing state of federal law or municipal ordinance, or use the premises in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. II. ASSOCIATION RESPONSIBILITIES A The Association shall maintain, in effect, a general liability insurance policy, naming the City as an additional insured, in an amount of least one million dollars ($1,000,000) with such a policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic league play .at Pleasant Run Soccer Complex. B. The Association shall be a non-profit association, as set forth by the Internal Revenue Service. C. The Association shall have an elected Board of Directors, to include a President, Vice-President, Secretary, Treasurer and a designated Field Operations Manager. The names of these officers, including addresses and telephone numbers, shall be filed with the City immediately folloWing election or a change in office. D. The Association's Constitution and by-laws shall be filed with the City. E. Upon request, the Association shall furnish a copy of financial statements to the City. F. The Association shall furnish a complete copy of the league game schedules to the City at least one (1) week before the start of the season. The schedule must be legible and include only the games that will be conducted on City owned or operated facilities. G. The Association shall maintain a communication network with the City only through the President of the Association or the Field Operations Manager for facility requests or needs. H. All the games and practices will conclude by 10:00 p.m. The lights must be out by 10:30 p.m. The City through the Parks and Recreation Manager will make any exceptions. '- The Association shall collect a $5.00 maintenance fee per participant, per season. The maintenance fee must be paid to the City by November 1, 2003. (Resolution R- 98-1392), J. The Association shall collect a $10.00 non-resident fee per participant, per season. A non-resident fee will not be charged to any resident or family with an adult member, who is employed in the City of Colleyville. The non-resident fee does not pertain to any family for which the fee would create a financial hardship. The non- resident fees must be paid to the City by November 1, 2003. (Resolution R-92-737). K The Association shall provide the City with a written report, which includes the total number of participants, including a breakdown of resident and non-resident participants and their addresses by November 1, 2003. L The Association shall not make any improvements to park property without the approval of the Parks and Recreation Manager. M. The Association shall not drive any vehicles on walkways at all times. There are no exceptions. N. The Association shall be responsible for the parking lot and driveway guidelines at Crown of Life Lutheran Church: 1. The parking area is for the exclusive use of the church between the hours of 7:00 a.m. to 2:00 p.m. every Sunday. 2. The parking area is for the exclusive use of the church between the hours of 5:00 p.m. and 10:30 p.m. every Wednesday. 3. Check if signs giving notice of the church's exclusive right to the use the parking area for the above mentioned times are posted. If not, please contact the City. 4. Keep the parking area free from all garbage, trash and other debris. 5. Remove all garbage, trash and debris from the parking area so that the parking area will be clean on each Sunday morning at 7:00 a.m. o. The Association must comply with the provisions of this section before the conduct of any games. A The Parks and Recreation Department (PARD) will provide and maintain all game facilities, as identified in Exhibits "A" and "B". III. PARKS AND RECREATION DEPARTMENT RESPONSIBILITIES IV. EXHIBITS The City and the Association do hereby agree that the Exhibits attached hereto shall be part and parcel to this Agreement, as set out in their entirety. Exhibit "A" Field Maintenance Agreements Exhibit" 8" Closure of Athletic Fields Exhibit "c" Concession Stand Agreement Exhibit "0" Field Requirements Exhibit "E" Checklist Requirements The Association shall indemnify and hold harmiess the City, its agents, officials, employees, and game officials, from any and all claims for bOdily injury, illness, death and personal injury and property damage arising out of the activities or the Association and its members in exercising its rights under this Agreement. V. INDEMINITY The City reserves the right to utilize facilities when league practice or games are not scheduled. If a facility is abandoned, this Agreement is terminated. VI. SCHEDULING VII. DEFAULT A violation of this Agreement shall result in the termination of this Agreement. Any termination of this Agreement will be made with a thirty- (30) day notice and the right to move within ten (10) days. ~lC Vt V\l W c, ( City of ColleYVille Parks and Recreation Manager Printed Name and Signature ement is made an entered into on this the 1 st day of AUQust, 2003. G K?t,O e EXHIBIT "A" CITY-OWNED FIELD MAINTENANCE AGREEMENT 1. The Parks and Recreation Department (PARD) shall maintain all turf areas, Which 'ncludes mowing, weed control, fertilization and herbicide Spraying for the Pleasant Run Park SOccer practice and game Complex and Sparger Park. 2. The Parks and Recreation Department shall.perform all pre-season turf maintenance to include top dreSSing and painting field marking lines at the Pleasant Run Park Soccer Complex. 3. The Parks and Recreation Department shall mark field lines, when deemed necessary, for scheduled league play and will respond to the requests of the Association. 4. The Parks and Recreation Department shall maintain game field goals and bleachers in a safe anc:j secure condition. 5. The Parks and Recreation Department shall be responsible for the maintenance of any turf irrigation system and watering of the fields. 6. The Association is responsible for soccer goal nets. 7. The Association is responsible for the conduct of its players, parents and coaches throughout the specified time set forth in this Agreement. 8. The Association shall be Prohibited from performing any maintenance to any turf areas without permission of the City. 9. The Association shall be responsible for the daily game day collection of all litter of the fields. The Association will encourage the collection of Jitter in the bleachers, concession areas, and adjacent grounds. All litter shall be placed in the receptacles provided by the City. The City will provide for the pick-up of these receptacles. 10. The Association will be responsible for maintaining restrooms and policing trash during all association special events at Pleasant Run Soccer Complex. The city will furnish adequate trash receptacles. EXHIB/T HBJJ FIELD INSPECT/ON AND CLOSURE AGREEMENT FOR THE SOCCER F/ELDS The City will close the soccer fields under the following conditions: 1. The athletic fields are too wet for play. 2. The athletic fields need to be closed in the interest 9f participant safety and/or preservation of the playing surfaces. 3. The G-CISD determines that school fields are to be closed. Weekdays PROCEDURES FOR ATHLETIC F/ELD CLOSURE 1. The primary responsibility to determine athletic field closure decision shall rest with the Parks Superintendent responsible for athletic field maintenance. The City will provide the Association Field Operations Manager with the names, addresses and telephone numbers of the Parks Superintendent or his designee responsible for athletic field maintenance, 2. The appropriate Association Field Operations Manager has the responsibility to inform the Association and participants concerning field closure decisions. 3. The City will inspect the athletic fields by 4:00 p.m. on game or practice day. 4. The City will make a decision based upon field conditions or the weather. 5. The decision of the Parks and Recreation Department will be final. 6. If inclement weather becomes a factor after the games have begun the game officials and/or Association officials shall follow the same gUidelines for deciding cancellation or postponement. 7. A red flag will be raised to indicate the fields are closed. Weekends 1. The City will inspect all athletic fields by 4:00 p.m. on Friday. 2. If a decision is not possible at 4:00 p.m., a Parks and Recreation Department employee, in conjunction with the Association's Field Operation Manager, will monitor the weather and field conditions throughout the weekend and makes decisions on field closure(s), as needed. 3. The City will make a decision based upon field conditions or weather, if Possible. 4. If the Association's Field Operation Manager and the Parks and Recreation Department employee do not agree, the decision of the Parks and Recreation Department employee takes precedence. 5, A red flag will be raised to indicate the fields are closed. EXHIBIT "e" CONCESSION STAND AGREEMENT 1. The Association shall have exclusive use of the concession stand at the Pleasant Run Park Soccer Complex 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 and other structural components. 3. The AsSociation is to have a seasonal inspection by the Tarrant County Health Department. The Association is responsible for any Health Department Certificates and a copy must be submitted to the city. 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. The City will furnish adequate trash receptacles. 5. The City shall furnish the Association with two (2) sets of keys marked Pleasant Run Soccer Complex concession stand, storage room and roll-up windows and the alarm code and password for the term of this agreement. The Association will provide to the city the names of the individuals who have these keys. 6. The Association shall be responsible for the installation, maintenance and service of all telephones. Written permission must be received from the City before any installations or repairs of utility and communication lines. 7. The City shall be responsible for off-season winterizing of plumbing fixtures and cutting off all water and electricity inside the concession stand following the end of the current season. 8. The City shall be responsible for underground utility lines and pipes leading to the concession stand, 9. The Association shall be responsible for keeping on only the essential appliances during the season's non-use times. Only refrigerators, freezers, and air conditioners may be left on at all times. Ice machines shall be unplugged and water lines unhOoked during the off season. 10. The Association shall at all times during this agreement be responsible for the sanitary conditions of the walls, ceilings, floors, cabinets, doors, etc. on the inside of the concession stand. 11. The Association shall be responsible for the security of the building property. 12. The Association shall be responsible for the total contents of the concession stand. Securing any insurance of all of the contents of the bUilding is optional and will be the responsibility of the Association. 13. The Association must maintain a three-foot clearing from the electrical panel box in the storage area. 14. The City reserves the right to utilize the concession stands during times other than during this Agreement. 15. If facility is abandoned, this Agreement is terminated. EXHIBIT "0" COLLEYVILLE SOCCER ASSOCIATION Fall 2003 FIELD USE REQUIREMENTS LOCATION OA rES QAYS rIME --= Pleasant Run All fields 9/6 _ 12/6 Soccer Fields Saturday Mon-F ri 8 a.m.-10p.m. 4 p.m.-1 0 p.m. Pleasant Run 8/18 _ 12/6 Practice Fields Mon-F ri Saturday 4 p. m. -dark 8 a.m.-1 0 p.m. Sparger Park 8/18 ...;. 12/6 Mon-F ri 4 p.m.-dark Heritage 8/18 - 12/6 Middle (subject to G-C/SD approval) Mon-Fri 5:00 p.m.-dark Col/eyvil/e Heritage 8/18 - 12/6 High School (subject to G-C/SD approval) / / Mon-Fri 5:00 p.m.-dark / I? af!-P presentative Printed Name and Signature /f11t Jk ~~ City of Col eyville Parks and Recreation Manager Printed Name and Signature 1. ~~Y\ Name and Signature EXHIBIT "E" o Application submitted between sixty (60) and ninety (90) days of planned use. CHECKLIST FOR THE YOUTH SPORTS ASSOCIATIONS USE OF THE CITY ATHLETIC FACILITIES o Upon request, the Association will provide the City of Colleyville COpies of financial statements. o Signed statement of athletic facility policy compliance is enclosed. o Signed waiver of liability is enclosed. o Field Layout requests are to be submitted to the City by August 8, 2003 o City of Co/leYVille is named as an addiCional insured on the Certificate of Insurance, and submitted to the City by August 15, 2003. o Contact person's name, tille, address, home and work telephone numbers will submit to the City by August 15,2003. o List of Association Board of Directors is enclosed with names and addresses, and submitted to the City by August 15, 2003. o Association needs to submit request date for goal placement by August 15, 2003. o Game schedules are to be submitted to the City by August 29, 2002, with reference to picture day and its rainout date. o A written report, which includes the total number of participants, including a breakdown of resident and non-resident participants and their addresses by November 1, 2003. o Maintenance fees are to be submitted to the City by November 1,2003. o Non-resident fees are to be submitted to the City by November 1, 2003. CITY OF COLLEVVILLE PARKS AND RECREATION ATHLETIC FACILITIES UTILIZATION AGREEMENT FOR COLLEYVILLE BASEBALL ASSOCIATION This Agreement for the Use of athletic facilities is designed to ensure that athletic facilities owned and/or operated by the City of Colleyville, inciusive of Grapevine- Colleyville Independent School District facilities, are utilized efficiently and safely. The City of Colleyville Parks and Recreation Department will work with volunteer athietic organizations to cosponsor a high quality youth sports program for the CoHeyvil/e community. The parties to the Agreement are the City of COlleyville, Texas herein called "CITY" and the ColleYVille Baseball Association (CBA) herein called "Association". Each organization will be assigned facilities for the City. All organizations shail submit a written request to the Parks and Recreation Department (PARD) for the use of game fieids. In the event two or more organizations request the Use of the same facility, the City reserves the right to review and adjust sCheduling to ensure that all facilities are being fully utilized. I. ALLOCATION OF FACILITIES A The City agrees to permit the use of "CitV' athletic facilities for the sCheduling of the COlleyville Baseball Association league games, and/or post-season tournaments, as described in Exhibit "0" 2003 Athletic Facilities Use Agreements, and in accordance with the Interlocal Agreement between the City and the G-CISD General Regulation and Guidelines for Facility Usage. The "CitV' agrees to permit the Use of the G-CISD facilities for the scheduling of practices, as described in Exhibit "0". . B. The City agrees to permit the Use of "City" athletic facilitie~ for the scheduling of two COlleYVille Baseball Association pre/post-season 'lctivities with the option of one additional tournament SUbject to approvai qy the Parks ancj Recreation Manager.., 1. Coaches Look-August 12 Field 7 2. Coaches CliniC-August 23 and 24 Fields 6-9 C. The term of this Agreemenf shall be from August 12, 2003 through November 22, 2003..Colleyville Parks and Recreation Department must receive make- up game schedule requests, in Writing, 48 hours before the date of the make- up game for approval. D. The terms of this Agreement will not automatically be renewed On a semi- annual basis. The City will review requests twice each year and respond in writing to the requesting organization concerning the availability of facilities. E. The Association shall not assign this iease nor shall it sublease or rent out any property, or charge fees for any game or practice facility without written consent of the City. This provision includes baseball camps and tournaments. F. The Association shall not engage in any business on the premises or violate any existing state of federal law or municipal ordinance, or use the premises in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. A The Association shall maintain, in effect, a general liability insuranCe policy, naming the City as an additional insured, in an amount of at least one million dollars ($1,000,000) with such a policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic league play at Colleyville City Park. II. ASSOCIATION RESPONSIBILITIES B. The Association shall be a non-profit association, as set forth by the Internal Revenue Service. c. The Association shall have an elected Board of Directors, to include a President, Vice-President, Secretary, Treasurer and a designated Field Operations Manager. The names of these officers, inclUding addresses and telephone numbers, shall be filed with the City immediately following election or a change in office. D. The Association's Constitution and by-laws shall be filed with the City. E The Association, upon request, shall furnish a copy of financial statements to the City. F. The Association shall furnish a complete COpy of the league practice and game schedules to the City at least two (2) weeks prior to the start of the season. The schedule must be legible and include only the games that will be conducted on City owned or operated facilities. G. The Association shall maintain a communication network with the City only through the President of the Association or the Field Operations Manager for facility requests or needs. H. All the games and practices will conclude by 10:00 p.m. The lights must be out by 10:30 p.m. The City through the Parks and Recreation Manager will make any exceptions. I. The Association shall collect a $5.00 maintenance fee per participant, per season. The maintenance fee must be paid /0 the City by November 1, 2003 (Resolution R-98-1392). J. The Association shall collect a $10.00 non-resident fee per person per season. A non-resident fee will not be charged to any resident or family with an adult member, who is employed in the City of Colleyville. The non- resident fee does not pertain to any family for which the fee would create a financial hardship. The non-resident fees must be paid to the City by November 1, 2003 (Resolution R-92-737). K The Association shall provide the City with a written report, which includes the total number of participants, including a breakdown of resident and non- resident participants and their addresses by November 1, 2003. L. The Association shall not make any improvements to park property without the approval of the Parks and Recreation Manager. M The Association will submit to the City any sponsor signage fees collected .by November 1,2003, and will remove signs by December 1, 2003. N. The Association must comply with the provisions of this section prior to the conduct of any games. III. PARKS AND RECREATION DEPARTMENT RESPONSIBILITIES A The Parks and Recreation Department (PARD) will provide and maintain all game facilities, as identified in Exhibits "A" and "B", IV. EXHIBITS The City and the Association do hereby agree that the Exhibits attached hereto shall be part and parcel to this Agreement, as set out in their entirety. Exhibit "A" Field Maintenance Agreements Exhibit "B" Closure of Athletic Fields Exhibit "c" Concession Stand Agreement Exhibit "0" Field Requirements Exhibit "E" Checklist Requirements V. INDEMINITY The Association shall indemnify and hoid harmless the City, its agents, officials, empioyees, and umpires, from any and all claims for bOdily injury, illness, death and personal injury and property damage arising out of the activities or the Association and its members in exercising its rights under this Agreement. VI. SCHEDULING The City reserves the right to utilize facilities when league practice or games are not scheduled. If a faCility is abandoned, this Agreement is terminated. VII. DEFAULT A violation of this Agreement shall result in the termination of this Agreement. Any termination of this Agreement will be made with a thirty- (30) day notice and. the right to move within ten (10) days. This Agreement is made an entered into on this the 12'h day of August, 2003. 1-5L~'f\ yville Recreation Supervis ':;e:JS. J.k-~seLL- t ~ epresentative Printed Name and Signature M(~ City of COlleYVille Parks and Recreation Manager Printed Name and Signature EXHIBIT "A" CITY-OWNED FIELD MAINTENANCE AGREEMENT 1. The Parks and Recreation Department (PARD) shall maintain the infield and all turf areas in the outfield, which includes mowing, weed control, fertilization and herbicide spraying. 2. The Parks and Recreation Department shall perform all pre-season ciay and turf maintenance to include adding ciay, clay renovation, top dressing and cutting field marking lines. 3. The Parks and Recreation Department shall mark field lines, when deemed necessary, for scheduled league play and will respond to the requests of the Associ ation. 4. The Parks and Recreation Department shall drag the fields daily during regularly scheduled league games, scheduled tournaments and make-up games, as required. The Association agrees to provide the City with sufficient notice of all scheduled games. 5. The Parks and Recreation Department shall maintain all backstops, fences, games, bleachers and dugouts in a safe and secure condition, 6. The Parks and Recreation Department shall provide and maintain all area and ball field lighting systems. 7. The Parks and Recreation Department shall be responsible for the maintenance of any turf irrigation system and watering of the fields. 8. The Association is fesponsible for the conduct of its players, parents and coaches throughout the specified time period set forth in this Agreement. 9. The Parks and Recreation Department shall provide electrical power for the operation of the scoreboards. All costs to maintain andlor repair the scoreboards on the assigned fields will be the responsibility of the City. The Association agrees to contact the City to report any malfunctions and to request service to be performed on the scoreboards. 10. The Parks and Recreation Department shall maintain the restrooms in a safe and sanitary condition. n. The Association shall be prohibited from performing any maintenance to any athletic field areas without permission of the City. 12. The Association shall be responsible for the daily game day collection of all litter on game fields. The Association will strongly encourage the collection of litter in the bleachers, concession areas, and adjacetll . grounds from all spectators, participants and coaches. AJllitter shall be placed in the receptacles provided by the City. The City will provide for the pick-up of these receptacles. 13. The Association will prohibit its coaches and players from hitting baseballs into any fences unless it occurs in the natural COurse of a game. Failure to enforce this policy may result in the Association incurring costs associated with the repairs of the fencing, 14. The Association will schedule make-up games Monday through Saturday excluding City holidays. The association will attempt to reschedule make-up games as double headers, on open fields Monday-Saturday with shortened game times and playing make-up games towards the end of the season,' Colleyville Parks and Recreation Department must receive make-up game schedule requests, in writing, 48 hours before the date of the make-up game for approval or games will not be approved, Any exception to this requires approval by the Parks and Recreation Manager prior to scheduling. EXHIBIT "B" FIELD INSPECTION AND CLOSURE AGREEMENT FOR THE BASEBALL FIELDS The City will close the baseball fields under the following conditions: 1. The athletic fields are too wet for play. 2. The athletic fields need to be closed in the interest of participant safety and/or preservation of the playing surfaces. 3. The G-CrSD determines that school fields are to be closed. Weekdays PROCEDURES FOR ATHLETIC FIELD CLOSURE 1. The primary responsibility to determine athletic field closure decision shall rest with the Parks Supervisor responsible for athletic field maintenance. The City will provide the Association Field Operations Manager with the names, addresses and telephone numbers of the Parks Supervisor or his designee responsible for athletic field maintenance. 2. The appropriate Association Field Operations Manager has the responsibility to inform the Association and participants concerning field closure decisions. 3. The City will inspect the athletic fields by 4:00 p.m. on game or practice day. 4. The City will make a decision based upon field conditions or the weather. 5. The decision of the Parks and Recreation Department will be final 6. If inclement weather becomes a factor after the games have begun the umpires and/or Association officials shall follow the same gUidelines for deciding cancellation or postponement. 7. A red flag will be raised to indicate the fields are closed. Weekends 1. The City will inspect all athletic fields by 4:00 p.m. on Friday. 2. If a decision is not Possible at 4:00 p.m., a Parks and Recreation Department employee, in conjunction with the Association's Field Operation Manager, will monitor the weather and fields conditions throughout the weekend and make decisions on field closure(s), as needed. 3. The City will make a decision based upon field conditions or weather, if Possible. 4. If the Association's Field Operation Manager and the Parks and Recreation Department employee do not agree, the decision of the Parks and Recreation Department employee takes precedence. 5. A red flag will be raised to indicate the fields are closed. EXHIBIT uC" CONCESSION STAND AGREEMENT 1. The Association shall have exclusive Use of the concession stand at the Colleyville City Park 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 and other structural components. 3. The Association shall be subject to pass a seasonal inspection by the Tarrant County Health Department. The Association is responsible for any Health Department Certificates and will forward copies to the city. 4. The Association shall be required to police the area 01 all trash, garbage, paper, boxes, cartons, cans, containers, litter, etc. generated by the concession stand, The City will furnish adequate trash receptacles. 5, The City shall furnish the Association with two (2) sets of keys marked Colleyville City Park concession stand and storage room for the term of this Agreement. The Association will provide to the City the names and addresses of the individuals who have keys. 6. The Association shall be responsible for the installation, maintenance and service of telephones. Written permission must be received from the City prior to any installations or repairs of utility and communication lines. 7. The City shall be responsible for off-season winterizing of plumbing fixtures and cutting off all water and electricity Inside the concession stand 101l0,\,ing the end of the current season. 8. The City shall be responsible lor underground utility lines and pipes leading up to the concession stand. 9. The Association shall be responsible for keeping on only the essential appliances during the season's non-use times. Only refrigerators and freezers and not air conditioners may be left on at all times. Ice machines shall be unplugged and water lines unhooked during the off season. 10. The Association shall at all times during this agreement be responsible for the sanitary conditions of the walls, ceilings, floors, cabinets, doors, etc. on the inside of the concession stand. 11. The Association shall be responsible for the security of the bUilding property. 12. The Association shall be responsible for the total contents of the concession stand. Securing any Insurance of all of the contents of the bUilding is optional and will be the responsibility of the Association. 13. The City reserves the right to utilize the concession stand during times other than during this Agreement. 14. If facility is abandoned, this Agreement is terminated. EXHIBIT "0" The City of Colleyville agrees to permit use of the following facilities for sCheduling games and/or practices: COLLEYVILLE BASEBALL ASSOCIATION Fall 2003 FIELD USE REQUIREMENTS Location Field Usaoe Dates Q.ay( ~ Time ~ City Park Games 4, 5, 6, 7, 8, 9 9/2-11/22 MondaY-Friday Saturday 5:00 p,m. to 10:00 p.m. 8:00 a.m. to 10:00 p.m. CHHS* 1 Practice Fields 8/18-11/22 Monday to Friday Saturday 5:00 p.m. to Dark 8:00 a.m. to Dark OC Taylor* 8/18-11/22 Monday to Friday Saturday 5:00 p.m. to Dark 8:00 a.m. to 10:00 p.m. 'Subject to Grapevine-Colleyville Independent School District approval Colleyville Baseball Association Representative Printed Name and Signature City of Colleyville Recreation Supervisor Printed Name and Signature Colleyville Parks and Recreation Manager Printed Name and Signature EXHIBIT HE" o Signed statement of athletic facility policy compliance is enclosed. CHECKLIST FOR THE YOUTH SPORTS ASSOCIA TrONS USE OF THE CITY ATHLETIC FACILITIES o Signed waiver of liability is enclosed. o Application submitted between sixty (60) and ninety (90) days of planned use. o Upon request, the Association will provide the City of Colleyville COpies of financial statements. o City of ColleYVille is named as an additional insured On the Certificate of Insurance and submitted to the City by August 15, 2003. OUst of Association Board of Directors IS enclosed with names and addresses and submitted to the City by August 15, 2003. o Association's Contact person's name, title, address, home and work telephone numbers will be submitted to the City by August 15, 2003_ II Field dimensions are to be submitted to the City by August 15, 2003. o Game schedules will be submitted to the City by August 22, 2003. o A wnften report, which includes the total number of participants, including a breakdown of resident and non-resident partiCipants and their addresses by November 1, 2003. o Maintenance fees are to be submitted to the City by November 1, 2003. o Non-resident fees are to be submitted to the City by November 1, 2003. o The Association will submit to the City 25% of any Sponsor signage fees collected by for the spring season November 1, 2003. o Sponsor signs are to be removed by December 1, 2003. CITY OF COLLEVVILLE PARKS AND RECREATION ATHLETIC FACILlTfES UTfLlZA TION AGREEMENT FOR COLLEVVILLE GIRL'S SOFTBALL ASSOCIATION This Agreement for the Use of athletic facilities is designed to ensure that athletic facilities owned andlor operated by the City of COlleyville, inclusive of Grapevine- ColleYVille Independent School District facilities, are utilized efficiently and safely. The City of ColleYVille Parks and Recreation Department will work with volunteer athletic organizations to cosponsor a high quality youth sports program for the Colleyville community. The parties to the Agreement are the City of COlleyville, T exes herein called "CITY" and the COlleYVi/Je Girl's Softball Association (CGSBA) herein called "Association". Each organization will be assigned facilities for the City. All organizations shall submit a written request to the Parks and Recreation Department (PARD) for the use of game fields. In the event two or more organizations request the Use of the same facility, the City reserves the right to review and adjust scheduling to ensure that all facilities are being fully utilized. I. ALLOCATION OF FACILITIES A The City agrees to permit the Use of "City" athletic facilities for the scheduling of the Colleyville Girl's Softball Association league games, andlor post- season tournament, as described in Exhibit "C" 2003 Athletic Facilities Use Agreements, and in aCcordance with the tnterlocal Agreement between the City and the G-CISD General Regulation and Guidelines for Facility Usage. The "City" agrees to permit the use of the G-CISD facilities for the scheduling of practices, as described in Exhibit "C". B. The City agrees to permit the Use of "City" athletic facilities for the scheduling of two Colleyville Girl's Softball Association pre/post-season activilies with the option of one additional tournament subject to approval by the Parks and Recreation Manager. 1. Coaches Clinic, September 6 2. c. The term of this Agreement shall be from August 16, 2003 to November 22, 2003. ColleYVille Parks and Recreation Department must receive make-up game schedule requests, in writing, 48 hours before the date of the makecup game for approval. D. The terms of this Agreement will not automatically be renewed on a semi- annual basis. The City will review requests twice each year and respond in writing to the requesting organization concerning the availability of facilities. E. The Association shall not assign this iease nor shall it subiease or rent out any property, or charge fees for any game or practice facility without written consent of the City. This Provision includes softball camps and tournaments. F. The Association shall not engage in any business on the premises or violate any existing state of federal law or municipal ordinance, or use the premises in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. II. ASSOCIATION RESPONSIBILITIES A The Association shall maintain, in effect, a general liability insurance policy, naming the City as an additional insured, in an amount of at least one million dollars ($1,000,000) with such a policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic league play at Colleyville City Park. 8. The Association shall be a non-profit association, as set forth by the Internal Revenue Service. C. The Association shall have an elected Board of Directors, to include a President, Vice-President, Secretary, Treasurer and a designated Field Operations Manager. The names of these officers, including addresses and telephone numbers, shall be filed with the City immediately following election or a change m office. D. The Association's Constitution and by-laws shall be filed with the City. E. The Association, upon request, shall furnish a COpy of financial statements to the City. F. The Association shall fumish a complete copy of the league practice and game schedules to the City at least two (2) weeks before the start of the season. The schedule must be legible and include only the games that will be conducted on City owned or operated facilities. G. The Association shall maintain a communication network with the City only through the President of the Association or the Field Operations Manager for facility requests or needs, H, All the games and practices will conclude by 10:00 p,m. The lights must be out by 10:30 p.m. Lights and irrigation are on timers. The City through the Parks and Recreation Manager will make any exceptions. L The Association shall collect a $5.00 maintenance fee per participant, per season. The maintenance fee must be paid to the City by November 1, 2003. (Resolution R-98-1392). J. The Association shall collect a $10.00 non-resident fee per participant, per season. A non-resident fee will not be charged to any resident or family with an adult member, who is employed in the City of Colleyville. The non- resident fee does not pertain to any family for which the fee would create a financial hardship. The non-resident fees must be paid to the City by November 1, 2003. (Resolution R-92-737). K. The Association shall provide the City with a written report, which inciudes the total number of participants, including a breakdown of resident and non- resident participants and their addresses by November 1, 2003. L The Association shall not make any improvements to park property without the approval of the Parks and Recreation Manager. M. The Association shall not drive vehicles on walkways at any time; there are no exceptions. N. The Association will submit to the City any sponsor signage fees collected by November 1, 2003, and will remove signs by December 1, 2003. O. The Association must Comply with the ProVisions of this section before the conduct of any games. III. PARKS AND RECREATION DEPARTMENT RESPONSIBILITIES A The Parks and Recreation Department (PARD) will provide and maintain all game facilities, as identified in Exhibits "A" and "B". IV. EXHIBITS The City and the Association do hereby agree that the Exhibits attached hereto shall be part to this Agreement, as set out in their entirety. Exhibit "A" Field Maintenance Agreements Exhibit "B" Closure of Athletic Fields Exhibit lie" Field Requirements Exhibit "0" Checklist Requirements V. INDEM1NITY The Association shall indemnify and hold harmless the City, its agents, officials, employees, and umpires, from any and all claims for bOdily injury, illness, death and personal injury and property damage arising out of the activities or the Association and its members in exercising its rights under this Agreement VI. SCHEDULING The City reserves the right to utilize facilities when league practice or games are not scheduled. If a facility is abandoned, this Agreement is terminated. VI!. DEFAULT A violation of this Agreement shall result in the termination of this Agreement Any termination of this Agreement will be made with a thirty- (30) day notice and the right to move within ten (10) days. This Agreement is made an entered into on this the 7 -IL day of /.l"'i- > ~ 2003. <L-rLR.- J2.iiS ~ ~~:::.,. Association PresidenURepresentative Printed Name and Signature . k\', ~ c;. L vr-- '--.r-, City of Colleyvil e Recreation Supervisor Printed Name and Signature , .,(/1- J;"J AI. It: City of Colleyvillfr Parks and Recreation Manager Printed Name and Signature EXHIBIT "A" CITY-OWNED FIELD MAINTENANCE AGREEM~NT 1. The Parks and Recreation Department (PARD) shall maintain the infield and all turf areas in the outfield, which includes mOWing, weed control, fertilization and herbicide spraying. 2. The Parks and Recreation Department shall perform all pre-season clay and turf maintenance to include adding clay, clay renovation, and top dressing and cutting field marking lines. 3. The Parks and Recreation Department shall mark field lines, when deemed necessary, for scheduled league play and will respond to the requests of the Association. 4. The Parks and Recreation Department shall drag the fields daily during regularly scheduled league games, sch,!duled tournaments and make-up games, as required. The Association agrees to provide the City with sufficient notice of all scheduled games. 5. The Parks and Recreation Department shall maintain all backstops, fences, games, bleachers and dugouts in a safe and secure condition. 6. The Parks and Recreation Department shall provide and maintain all area and ball field lighting systems. 7. The Parks and Recreation Department shall be responsible for the maintenance of any turf irrigation system and watering of the fields. 8. The Association is responsible for the conduct of its players, parents and coaches throughout the specified time set forth in this Agreement. 9. The Parks and Recreation Department shall prOVide electrical POwer for the operation of the scoreboards. All costs to maintain and/or repair the scoreboards on the assigned fields will be the responsibility of the City. The Association agrees to contact the City to report any malfunctions and to request service to be performed on the scoreboards. 10. The Parks and Recreation Department shall maintain the restrooms in a safe and sanitary condition. 11. The Association shall be prohibited from performing any maintenance to any athletic field areas without permission of the City. 12. The Association shall be responsible for the daily game day collection of all litter of the fields. The Association will encourage the collection of litter in the bleachers, concession areas, and adjacent grounds. All litter shall be placed in the receptacles provided by the City. Theeity will provide for the pick-up of these receptacles. 13. The Association will prohibit its coaches and players from hitting softballs into any fences unless it occurs in the natural course of a game. Failure to' enforce this policy may result in the Association incurring costs associated with the repairs of the fencing. 14. The Association will schedule make-up games Monday through Saturday excluding holidays. Any exception to this requires approval by the Parks and Recreation Manager before scheduling. EXHIBIT "B" FIELD INSPECTION AND CLOSURE AGREEMENT FOR THE SOFTBALL FIELDS The City will close the softball fields under the following conditions: 1. The athletic fields are too wet for play. 2. The athletic fields need to be closed in the interest of participant safety and/or preservation of the playing surfaces. 3. The G-CISD determines that school fields are to be closed. PROCEDURES FOR ATHLETIC FIELD CLOSURE Weekdays 1. The primary responsibility to determine athletic field closure decision shall rest with the Parks Superintendent responsible for athletic field maintenance. The City will provide the Association Field Operations Manager with the names, addresses and telephone numbers of the Parks Superintendent or his designee responsible for athletic field maintenance. 2. The appropriate Association Field Operations Manager has the responsibility to inform the Association and participants concerning field closure decisions. 3. The City will inspect the athletic fields by 4:00 p.m. on game or practice day. 4. The City will make a decision based Upon field conditions or the weather. 5. The decision of the Parks and Recreation Department will be final. 6. If inclement weather becomes a factor after the games have begun the umpires and/or Association officials shall follow the same guidelines for deciding cancellation or postponement. 7. A red flag will be raised to indicate the fields are closed. Weekends 1. The City will inspect all athletic fields by 4:00 p.m. on Friday. 2. If a decision is not possible at 4:00 p.m., a Parks and Recreation Department employee, in conjunction with the Association's Field Operation Manager, will monitor the weather and field conditions throughout the weekend and make decisions on field closure(s), as needed. 3. The City will make a decision based upon field conditions or weather, if possible. 4. If the Associations Field Operation manager and the Parks and Recreation Department employee do not agree, the decision of the Parks and Recreation Department employee takes precedence. 5. A red flag will be raised to indicate the fields are closed. EXHIBIT "C" COLLEYVILLE GIRL'S SOFTBALL ASSOCIATION Fall 2003 FIELD USE REQUIREMENTS The City of Colleyville agrees to permit use of the following facilities for scheduling games and/or practice: LOCA TION DATES DAYS TIME City Park Fields 1, 2, 3-Games 9/13-11/22 Saturday 8:00 a.m.-1 0:00 p.m. Colleyville Elementary 8/25-11/22 Monday-Friday 5:00 p.m. to Dark Colleyville Middle School 8/25-11/22 Monday-Friday 5:00 p.m. to Dark Cross Timbers Middle School* 8/25-11/22 Monday-Friday 5:00 p.m. to Dark Colleyville Heritage High School* 8/25-11/22 Monday-Friday 5:00 p.m. to Dark *Subject to GCISD approval Peter Riis rpeter CJQis Colleyville Softball Association Representative Printed Name and Signature (! r; II dd ~~ . Cur;// City of Colleyvllle Recreation Supervisor Printed Name and Signature ~ try.. k,,- s..... _ \J\i '" l~ V~ Colleyville Parks and Recreation Manager Printed Name and Signature EXHIBIT "D" CHECKLIST FOR THE YOUTH SPORTS ASSOCIATIONS USE OF THE CITY ATHLETIC FACILITIES o Signed statement of athletic facility policy compliance is enclosed. o Signed waiver of liability is enclosed. o Application submitted between sixty (60) and ninety (90) days of planned use. o Upon request, the Association wilf provide the City of Colleyville copies of financial statements. o City of Colleyville is named as an additional insured on the Certificate of Insurance and submitted to the City by August 15, 2003. o List of Association Board of Directors is enclosed with names and addresses and submitted to the City by August 15, 2003. . o Association's contact person's name, title, address, home and work telephone numbers will be submitted to the City by August 15, 2003. o Field dimensions are to be submitted to the City by August 15, 2003 o Game schedules will be submitted to the City by September 6, 2003. o A written report, which includes the total number of participants, including a breakdown of resident and non-resident participants and their addresses by November 1, 2003. o Maintenance fees are to be submitted to the City by November 1, 2003. o Non-resident fees are to be submitteq to the City by November 1, 2003. o The Association will submit to the City 25% of any sponsor signage fees collected by for the spring season November 1, 2003, and remove any sponsor signs by December 1, 2003. CITY OF COLlEYVILLE PARKS AND RECREATION ATHLETIC FACILITIES UTILIZATION AGREEMENT FOR COLLEYVllLE PEE WEE FOOTBALL AND CHEERLEADING ASSOCIATION This Agreement for the use of athletic facilities is designed to ensure that athletic facilities owned and/or operated by the City of Colleyville, inclusive of Grapevine-Colleyville Independent School District facilities, are utilized efficiently and safely. The City of Colleyville Parks and Recreation Department will work with volunteer athletic organizations to cosponsor a high quality youth sports program for the Colleyville community. The parties to the Agreement are the City of Colleyville, Texas herein called "CITY" an.d the Colleyville Pee Wee Football and Cheerleading Association (CPWFCA) herein called "Association" . I. ALLOCATION OF FACILITIES Each organization will be assigned facilities by the City. All organizations shall submit a written request to the Parks and Recreation Department (PARD) for the use of city or G-CISD facilities. In the event that two or more city organizations request the use of the same facility, the City reserves the right to review and adjust scheduHng to ensure that all facilities are being fully ) utilized. A. The City agrees to permit the use of G-CISD athletic facilities for the scheduling of the Association league games and/or practices, as described in Exhibit liB" 2003 Athletic Facilities Use Agreements, and in accordance with the Interlocal Agreement between the City and the G-CISD' General Regulation and Guidelines for Facility Usage. The "City" agrees to permit the use of the G-CISD facilities for the scheduHng of practices, as described in Exhibit "0". B. The term of this Agreement shall be from August 11, 2003 through December 6, 2003. All makeup game schedule requests will be processes to Colleyville Parks and Recreation Department 48 hours before the makeup game date. The department will then process the request to the district for approval. C. The terms of this Agreement will not automatically be renewed on an annual basis. The City will review requests each year and respond in writing to the requesting organization concerning the availability of facilities. D. The Association shall not assign this lease nor shall it sublease or rent out any property, or charge fees for any game or practice facility without written consent of the City. This provision includes football camps or clinics. I E. The Association shall not engage in any business on the premises or violate any existing state of federal law or municipal ordinance, or use the premises in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. III. PARKS AND RECREATION DEPARTMENT RESPONSIBILITIES A. The Parks and Recreation Department (PARD) will prepare and submit all requests for the use of G-CISD facilities for practices and games, as identified in Exhibit "A." IV. EXHIBITS The City and the Association do hereby agree that the Exhibits attached hereto shall be part and parcel to this Agreement, as set out fn their entirety. Exhibit "A" Facility Use Agreement Exhibit "B" Facility Requirements Exhibit "c Checklist Requirements V. INDEMINITY The Association shall indemnify and hold harmless the City, its agents, officials, employees, and game officials, from any and all claims for bodily injury, illness, death and personal injury and property damage arising out of the activities or the Association and its members in exercising its ) rights under this Agreement. VI. SCHEDULING The City and G-CISD reserves the right to utilize facilities when league practice or games are not scheduled. If a facility is abandoned, this Agreement is terminated. VII. DEFAULT A violation of this Agreement shall result in the termination of this Agreement. Any termination of this Agreement will be made with a thirty-(30) day notice and the right to move within ten (10) days. ement is made an entered into on this the 19th day of Auqust. 2003. epresentative Printed Name and Signature ; S i~J'\ ille Recreation Supervisor Printed Na II. ASSOCIATION RESPONSIBILITIES A. The Association shall maintain, in effect, a general liability insurance policy, naming the City as an additional insured, in an amount of a least one million dollars ($1,000,000) with such a policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic league play at City and G-CISD facilities. B. The Association shall be a non-profit association, as set forth by the Internal Revenue Service. C. The Association shall have. an elected Board of Directors, to include a President, Vice- President, Secretary, Treasurer and a designated Field Operations Manager. The names of these officers, including addresses and telephone numbers, shall be filed prior to each season with the City and immediately following election or a change in office. D. The Association's Constitution and by-laws shall be fried with the City. E. Upon request, the Association shall furnish a copy of financial statements to the City. F. The Association shall fumish a complete copy of the league game schedules to the City at least two (2) weeks before the start of the season. ) G. The Association shall maintain a communication network with the City only through the President of the Association or the Field Operations Manager for facility requests or needs. H. All the games and practices will operate under the permission and authority of the City and G-CISD. I. The Association shall provide the City with a written report, which includes the total number of participants, including a breakdown of resident and non-resident participants and their addresses by November 1, 2003. J. The Association shaH not make any improvements to City or G-CISD property without the approval of the Parks and Recreation Manager. K. The Association shall not drive any vehicles on non-drivable areas (walkways, fire lanes, etc.) at all times. There are no exceptions. L. The Association must comply with the provisions of this section before the conduct of any games. EXHIBIT "A" FACILITY USE AGREEMENT 1. The Parks and Recreation Department (PARD) will prepare and submit all requests for the use of G-CISD facilities. 2. The Association will be responsible for the collection of trash on practice and game days. The Association will encourage the collection of trash in the bleachers, concession areas and on all G-CISD athletic fields. The Association will be secure all trash in durable bags and place outside of the concession stand. The City will collect trash following game days and dispose of the trash properly. 3. The Association president will be responsible for providing a dUly authorized agent who will be responsible for opening and closing of the Restroom/Concession building and other facililies. The includes but is not limited to, locking all doors, turning on and off all interior and exterior lighting, setting alarms, and cleaning the facilities. 4. The Association will be responsible for returning all facility keys to the City upon completion of the season. The G-CISD facility keys may not be duplicated. 5. The Association will seek prior approval with the City if interested in a Operating a concession trailer, making any fieid improvements or other requests. The Association will need to meet any other G-CISD facility requirements. 6. The City and/or G-CISD will have the Primary responsibility to determine athletic field closure. Fieids will be closed if they are too wet for play; if they need to be closed in the interest of participant safety, for the preservation of the Playing surfaces, or unforeseen circumstances; 7. Communication for athletic field closure will be between a G-CISD representative, the Association president, and a City representative if needed. 8. A decision on athletic field closure will be made as soon as Possible if time and weather allows, providing adequate time for communication and reScheduling. 9. The Association will be responsible for notifying the City of any cancellations of the practice and game day activities. In the event the AssOciation fails to notify the City of any cancellation, the Association will be responsible for any charges assessed by G- CISD. 10. During G-ClSD football games the Association will be responsible for directing their partiCipants to enter through another gate and will have staff at the football admission gate to verify Colleyville Football participants, if they enter through that gate. Also, during such events the Association needs to limit the use of the concession building to a minimum. The Fall 2003 dates for games at Colleyville Middle School at this time are: · Tuesday, September 16 · Monday, September 22 · Tuesday, September 30 · Tuesday, October 7 · Monday, October 13 · Tuesday, October 14 · Tuesday, October 21 · Monday,November3 11. The Association will not store football equipment in the concession building at any time (blocking/tackling dummies, helmets, shoulder pads, etc.). The Association is also prohibited from cooking on an open flame, gas grill, etc. unless approved by the district. Until the district approves such use, all grilling equipment must be removed from the concession building. EXHIBIT uB" COLLEYVILLE PEE WEE FOOTBALL AND CHEERLEADING ASSOCIATION 2003 FIELD USE REQUIREMENTS LOCA TION FIELD DATES DAYS TIME - Colleyville Middle Football Practice 8/11-11/22 Mrr rrh 5:00 p.m.-8:00 p.m. School* Field eolleyville Middle Football Game 9/6-11/22 Saturday 8:00 a.m.-9:00 p.m. Schoo/* Field pevine-Colleyville Independent School District C 0.. ; {... 1 ;'1/'(j....^ City of Colley vi e Recreation Supervisor Printed Name and Signature anager Printed Name and Signature EXHIBIT "C" CHECKLIST FOR THE YOUTH SPORTS ASSOCIATIONS USE OF THE CITY ATHLETIC FACILITIES o Application submitted between sixty (60) and ninety (90) days of planned use. o Upon request, the Association will provide the City of eolleyville copies of financial statements. o Signed statement of athletic facility policy compliance is enclosed. o Signed waiver of liability is enclosed. o City of Col/eyvi//e is named as an additional insured on the Certificate of Insurance, and submitted to the City by August 15, 2003. o Association Contact person's name, title, address, home and work telephone numbers will be submitted to the City by August 15, 2003. o List of Association Board of Directors is enclosed with names and addresses, will be submitted to the City by August 17, 2003. o Game schedules are to be submitted to the City by August 29, 2003, with reference to picture day or any other special events. o A written report which includes the total number of participants, including a breakdown of resident and non-resident participants and their addresses by November 1, 2003. CITY OF COLLEYVILLE . PARKS AND RECREATION FACILITIES UTUZATION AGREEMENT FOR GRAPEVINE-COLLEYVILLE WRESTLING ASSOCIATION This Agreement for the use of athletic facilities is designed to ensure that athletic facilities owned and/or operated by the City of Colleyville, inclusive of Grapevine- Colleyville Independent School District facilities, are utilized efficiently and safely. The City of Colleyville Parks and Recreation Department will work with volunteer athletic organizations to cosponsor a high quality youth sports program for the Colleyville community. The parties to the Agreement are the City of Colleyville, Texas herein called "CITY" and the Grapevine-Colleyville Wrestling Association herein called "Association". I. ALLOCATION OF FACILITIES Each organization will be assigned facilities by the City. All organizations shall submit a written request to the Parks and Recreation Department (PARD) for the use of facilities. In the event two or more organizations request the Use of the same facility, the City reserves the right to review and adjust scheduling to ensure that all facilities are being fully utilized. A The City agrees to request the use of G-CISD facilities for the scheduling of the association practice and matches, as described in Exhibit "8" 20Oj. Facilities Use Agreement, and in accordance with the Intertocal Agreement between the City and the G-CISD General Regulation and Guidelines for Facility Usage. The "City" agrees to permit the use of the G-CISD facilities for the scheduling of practices and league games, as described in Exhibit "8". 8. The term of this Agreement shall be from October 21, 2002 through February 28, 2003. Colleyvilie Parks and Recreation Department must receive make-up game schedule requests, in writing, 48 hours before the date of the make-up game. C. The terms of this Agreement will not automatically be renewed. The City will review requests each year and respond, in writing, to the requesting organization concerning the availability of facilities. D. The Association shall not assign this lease nor shall it sublease or rent out any property, or charge fees for any game or practice facility without written consent of the City. This Provision includes basketball camps and tournaments. E. The Association shall not engage in any business on the premises or violate any existing state of federal law or municipal ordinance, or use the premises in such a manner as to constitute any hindrance for other patrons engaged in lawful activities. A The Association shall maintain, in effect, a general liability insurance policy, naming the City and GCISD as an additional insured, in an amount of at least one million dollars ($1,000,000) with such a POlicy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic league practice or game play at G-CISD facilities. II. ASSocrA nON RESPONSIBILITIES B. The Association shall be a non-profit association, as set forth by the Internal Revenue Service. C. The Association shall have an elected Board of Directors, to include a President, Vice-President, Secretary, Treasurer and dUly authorized facility agents. The names of these officers and duly authorized agents, inclUding addresses and telephone numbers, shall be filed with the City immediately fallowing election or a change in offj ce. D. The Association's Constitution and by-laws shall be filed with the City. E. The Association, upon request, shall furnish a copy of financial statements to the City. F. The Association shall furnish a complete copy of the league practice and game schedules to the City as soon as they are finalized, but no later than 1 week prior to the start of the season. The Schedule will include only the games that will be conducted at G-CISD facilities. G. The Association shall maintain a communication network with the City only through the President of the Association for facility requests Or needs. H. The Association shall provide the City with a written report, which includes the total number of participants, inCluding a breakdown of resident and non-resident participants and their addresses by January 3, 2003. I. The Association must Comply with the prOVisions of this section prior to the conduct of any practices or games. III. PARKS AND RECREATION DEPARTMENT RESPONSIBILITIES A. The Parks and Recreation Department (PARD) prepare and submit all requests for the use of G-CISD facilities for practice and games, as identified in Exhibit "A". IV. EXH IBITS The City and the Association do hereby agree that the Exhibits attached hereto shall be part and parcel to this Agreement, as set out in their entirety. Exhibit "A" Facility Use Agreement Exhibit "B" G-CISD Facilities Exhibit "c" Checklist Requirements V. INDEMNITY The Association shall indemnify and hold harmless the City, its agents, officials, employees, and umpires, from any and all claims for bOdily injury, illness, death and personal injury and property damage arising out of the activities or the Association and its members in exercising its rights under this Agreement. VI. SCHEDULING The City and the Districi reserve the right to utilize facilities when league practice or games are not scheduled. If a facility is abandoned, this Agreement is terminated. VII. DEFAULT A violation of this Agreement shall result in the termination of this Agreement. Any termination of this Agreement will be made with a thirty (30) day notice and the right to move within ten (10) days. .l This Agreement is made an entered into on this the -t>- da~~2. 5j~iA/1A.. C'V~ Grapevine-Colleyville Wrestli Association President/Representative CfC\.\ D~sL~Y) City of Colleyvi Recreation Supervisor Printed Name IJ/t! c-- S-e.. 0-i:t ;; City of Colleyville Parks and Recreation Manager Print EXHIBIT "A" FACILITY USE AGREEMENT 1. The Parks and Recreation Department (PARD) will prepare and submit to G-CISD all requests for use of G-CISD facilities. 2. The Association shall be responsible for the practice and game day collection of trash. The Association will encourage the collection of trash in the bleachers, concession areas and in all G-CISD gymnasiums. 3. The Association shall be responsible for cleaning restroom facilities, hallways and lobby areas (if necessary) at G-CISD facilities. 4. The Association will be responsible for providing dUly authorized agents responsible for the opening and closing of each G-CISD facility at the close of each day for practice and games. This includes, but is not limited to, locking all doors, turning off all interior building lighting and securing the building. The Association will provide a list of the duly authorized agents to the eity by October 1, 2002. 5. The Association will be responsible for distribution of facility keys to duly authorized agents. The G-CISD facility keys may not be duplicated. 6. The Association will be responsible for returning all facility keys to the City upon completion of the season. 7. The Association will be responsible for notifYing the PARD of any cancellations of the practice and game day activities. In the event the Association fails to notify the PARD of any cancellation, the Association will be responsible for any charges assessed by G-CISD. 8. Requests for repairs to G-CISD facilities should be submitted to the City as soon as a problem occurs (HVAC, wrestling equipment, bleachers, etc.). 9. The Association will pay for all call outs for school personnel due to problems that are caused by the association participants. The charge is $50.00 each time. 10. The Association will not schedule practices and games during schooi holidays and staff development days. 11. The Association will not sell any merchandise or concessions without approval from the City. EXHIBIT "B" GRAPEVINE-COLLEYILLE WRESTLING ASSOCIATION 2002 - 2003 G-CISD FACILITIES USE REQUIREMENTS The City and G-CrSD agree to permit Use of the following facilities for scheduling games and/or practices: Colleyville Heritage High School Wrestling Gym*/Area October 21-February 28 Monday-F riday 6:00-8:00 p.m. *subject to G-CISD approval ;k~ ~/~e- Grapevine Colleyville Wrestling A sociation'Representative Printed Name & Signature c..r <A. " l L "^-c.... City of ColleYVille ecreation Supervisor Printed Name and Signat I/( fP/l (C&. 1'0< CuP; (f'h City of Colleyville Parks and Recreation Manager Printed Name & Signature EXHIBIT "C" CHECKLIST FOR THE YOUTH SPORTS ASSOCIATIONS USE OF THE CITY ATHLETIC FACILITIES o Application submitted between sixty (60) and ninety (90) days of planned use. o City of Col/eyville is named as an additional insured on the Certificate of Insurance. o As mutually agreed, the Association will provide the City of Colleyville a copy of last season's financial statement. o Practice and game schedules are to be submitted to the city as soon as they are finalized. o Signed statement of athletic facility policy compliance is enclosed. o Signed waiver of liability is enclosed. o Equipment needs must be submitted on the initial facility requests (tables, chairs, score-clocks, etc.). o List of Associafion Board of Directors, duly authorized agents and site supervisor's names and addresses are to be submitted to the City by OctOber 1, 2002. o Written report, which includes the fatal number of participants, including a breakdown of residenf and non-resident partiCipants and their addresses by January 4, 2003. CITY OF COLLEYVILLE PARKS AND RECREA nON ATHLETIC FACILITIES UTlLlZA nON AGREEMENT FOR NORTHEAST YOUTH BASKETBALL ASSOCIATION This Agreement for the use of athietic facilities is designed to ensure that athletic facilities owned and/or operated by the City of Colleyville and Grapevine-Colleyville Independent School District facilities, are utilized efficiently and safely. The City of Colleyville Parks and Recreation Department will work with volunteer athletic organizations to cosponsor a high quality youth sports program for the Colleyville community. The parties to the Agreement are the City of Colleyville, Texas herein called "CITY" and the Northeast Youth Basketball Association (NYBA)) herein called "Association". I. ALLOCATION OF FACILITIES All organizations shall submit a written request to the Parks and Recreation Department (PARD) for the Use of facilities. in the event two or more organizations request the use of the same facility, the City reserves the right to review and adjust scheduling to ensure that all facilities are being fully utilized. A. The City agrees to permit the use of "G-CISD" athletic facilities for the scheduling of the NYBA league games and/or practices, as described in Exhibit "B" 2002-2003 Athletic Facilities Use Agreements, and in accordance with the Interlocal Agreement between the City and the G-CISD General Regulation and Guidelines for Facility Usage. B. The term of this Agreement shall be from December 2,2002 through March 1,2003. All makeup game schedule requests will be processed to ColleYVille Parks and Recreation Department 48 hours prior to the makeup game date. C. The terms of this Agreement will not automatically be renewed. The City will review requests each year and respond in writing to the requesting organization concerning the availability of facilities. D. The Association shall not assign this lease nor shall it sublease or rent out any property, or charge fees for any game or practice facility without written consent of the City. This Provision includes camps, clinics and tournaments. E. The Association shall not engage in any business on the premises or violate any existing state, federal or municipal ordinance, or use the premises in such a manner as to constitute any hindrance for other patrons engaged in lawful activities. II. ASSOCIATION RESPONSIBILITIES A. The Association shali maintain, in effect, a general liability insurance policy, naming the City as an additional insured, in an amount of at least one million dollars ($1,000,000) with such a policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic league play at Grapevine- Colleyville ISO facilities. B. The Association shall be a non-profit association, as set forth by the Internal Revenue Service. C. The Association shall have an elected Board of Directors, to include a President, Vice-P resi dent, Secreta ry, T reas u rer a nd a d esi g n a ted Fa ci lity 0 peratl 0 ns Ma n age r. The names of these officers, including addresses and telephone numbers, shall be filed with the City immediately following election or a change in office. D. The Association's Constitution and bY-laws shall be filed with the City. E. Upon request, the Association shall furnish a copy of financial statements to the City. F. The Association shali furnish a complete copy of the league game schedules to the City at least one (1) week prior to the start of the season. G. The Association shali maintain a communication network with the City only through the President of the Association or the Facility Operations Manager for facility requests or needs. H. The Association shall provide the City with a written report, which includes the total number of participants, inctuding a breakdown of resident and non-resident participants and their addresses by January 1, 2003. I. The Association will register teams with Texas Amateur Athtetic Federation. J. The Association must comply with the Provisions of this section prior to the conduct of any games. A. The Parks and Recreation Department (PARD) wili prepare and submit all requests for the USe of G-CISD facilities for practices and games, as identified in Exhibit "B." III. PARKS AND RECREATION DEPARTMENT RESPONSIBILITIES IV. EXHIBITS The City and the Association do hereby agree that the Exhibits attached hereto shall be part and parcel to this Agreement, as set out in their entirety. Exhibit "A" Facility Use Agreement Exhibit "B" G-CISD Facilities Exhibit "c" Checklist Requirements V. INDEMfNITY The Association shall indemnify and hold harmless the City, its agents, officials, employees, and game officials, from any and all claims for bodily injury, illness, death and personal injury and property damage arising out of the activities or the Association and its members in exercising its rights under this Agreement. VI.SCHEDULfNG The City reserves the right to utilize facilities when league practice or games are not scheduled. If a facility is abandoned, this Agreement is terminated. VII. DEFAULT A violation of this Agreement shall result in the termination of this Agreement. Any termination of this Agreement will be made with a thirty- (30) day notice and the right to move within ten (10) days. This Agreement is made an entered into o~ the 26th day of November, 2002. f?e;re; 77!IJm/f,5 /:AA--- . Association President/Representative Printed Name and Signature Cr c<' OtJ n-c-,- City of Colle ille Recreation Supervisor Printed Name and Signature 1M...,; '-<. )\Jc W ..\. ) City of Colleyville Parks and Recreation Manager Printed Name and Signature EXHIBIT "A" Facility Use Agreement 1. The Parks and Recreation Department (PARD) will prepare and submit all requests for the use of G-CISD facilities for practices and games, as identified in Exhibit "8." 2. The Association will be responsible for providing duly authorized agents responsible for the opening and closing of each G-CISD facility at the close of each day for practices and games, and overall supervision of the facility during practice and games. This includes, but is not limited to, monitoring events during all open hours, keeping people from other parts of the building, circulating among common areas, keeping restrooms wiped down, emptying all trash at the end of the day in school dumpster, sweeping and cleaning gym floor, locking all doors, turning off all lighting, and securing the building. It is recommended that each duly authorized agent introduce themselves to the appropriate principal and physical education teachers of the school that they are responsible for. The Association will provide a list of the duly authorized agents to the City by December 2. 3. The Association will be responsible for the distribution of facility keys to duly authorized agents. The G-CISD facility keys may not be duplicated. The Association will be responsible for returning all keys to the City Upon completion of the NYBA season 4. Requests for repairs or concerns of G-CISD facilities should be submitted to the City as soon as a problem Occurs (HVAC, basketball equipment, bleachers, etc.) 5. The Association will pay for all call outs for school personnel, due to problems that are caused by NYBA participants. The charge is $50 for each visit. 6. The Association will not schedule practices and games during school holidays and staff development days. 7. The Association will not sell any merchandise or concessions without approval from the City. 8. The Association will not enter the facility until their approved practice or game time. EXHIBIT "B" NORTHEAST YOUTH BASKETBALL ASSOCIATION 2002-2003 G-CISD FACILITIES USE REQUIREMENTS The City and G-CISD agree to permit use of the following facilities for scheduling games and/or practices: Bransford Elementary Colleyville Elementary Glenhope Elementary School a.C. Taylor Elementary School Bear Creek Elementary School Colleyville Middle School Heritage Middle School rE/~ iHorYJ/1S Association President/Representative Printed Name and Signature :T2- (A \ 1 !--<--.r> yville Recreation Supervisor Printed Name and Signature j,oA. V''' I City of Colleyville Parks and Recreation Manager Printed Name and Signature ~~~ Spring 2003 Athletic Facility Utilization Agreements For City Co-sponsored Youth Sports Associations CITY OF COLLEYVILLE PARKS AND RECREATION ATHLETIC FACILITIES UTILIZATION AGREEMENT FOR COLLEYVILLE SOCCER ASSOCIATION This Agreement for the use of athletic facilities is designed to ensure that athletic facilities owned and/or operated by the City of Col/eyville, inclusive of Grapevine- COlleyville Independent School District facilities, are utilized efficiently and safely. The City of Colleyville Parks and Recreation Department will work with volunteer athletic organizations to cosponsor a high quality youth sports program for the Col/eyville community. The parties to the Agreement are the City of COlleyville, Texas herein called "CITY" and the Colleyville Soccer Association (CSA) herein called "Association". I. ALLOCATION OF FACILITIES Each organization will be assigned facilities for the City. All organizations shall submit a written request to the Parks and Recreation Department (PARD) for the use of game fields. In the event two or more organizations request the use of the same facility, the City reserves the right to review and adjust scheduling to ensure that all facilities are being fully utilized. A. The City agrees to permit the use of "City" athletic facilities for the scheduling of the Colleyville Soccer Association league games and/or practices, as described in Exhibit "0" 2003 Athletic Facilities Use Agreements and in accordance with the Interlocal Agreement between the City and the G-eISD General Regulation and Guidelines for Facility Usage. The "City" agrees to permit the use of the G-CISD facilities for the scheduling of practices, as described in Exhibit "0". B. The City agrees to permit the use of the use of "City" athletic facilities for the scheduling of two Colleyville Soccer Association pre/post season activities subject to the approval of the Parks and Recreation Manager. 1. Coach's Training February 15 2. Official's Training February 22 3. American Eagles Tryouts July 1-15 Texas 2 fields 2 fields Contingent upon Games of C. All American Eagles events must be approved through the Colleyville Soccer Association, and then approved through the Parks and Recreation Manager. All other skill clinics and tryouts must also be approved through the Parks and Recreation Manager. D. The term of this Agreement shall be from February 15,2003 through May 17, 2003. All makeup game schedule requests will be given to the Colleyville Parks and Recreation Department in writing at least 48 hours before the makeup game date for approval. Information will contain dates, times and fields for makeup times. E. The terms of this Agreement will not automatically be renewed on a semi-annual basis. The City will reviewrequests twice each year and respond in writing to the requesting organization concerning the availability of facilities. F. The Association shall not assign this lease nor shall it sublease or rent out any property, or charge fees for any game or practice facility without written consent of the City. This ProVision inclUdes soccer camps and tournaments. G. The Association shall not engage in any business on the premises or violate any existing state of federai law or municipal ordinance, or Use the premises in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. A The Association shall maintain, in effect, a general liability insurance pOlicy, naming the City as an additional insured, in an amount of ieast one million dollars ($1,000,000) with such a policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic league play at Pleasant Run SOccer Complex. II. ASSOCIATION RESPONSIBILITIES B. The Association shall be a non-profit association, as set forth by the Internal Revenue Service. C. The Association shall have an elected Board of Directors, to include a President, Vice-President, Secretary, Treasurer and a designated Field Operations Manager The names of these officers, including addresses and telephone numbers, shall be filed with the City immediately following election Or a change in office. D. The Association's Constitution and by-laws shall be fiied with the City. E. Upon request, the Association shall furnish a copy of financial statements to the City. F. The Association shall furnish a complete COpy of the league game schedules to the City at ieast one (1) week before the start of the season. The schedule must be legible and include only the games that will be conducted on City owned or operated facilities. G. The ASSOciation shall maintain a communication network with the City only through the President of the Association or the Fieid Operations Manager for facility requests or needs. H. All the games and practices will conclude by 10:00 p.m. The lights must be out by 10:30 p.m. The City through the Parks and Recreation Manager will make any exceptions. I. The Association shall collect a $5.00 maintenance fee per participant, per season. The maintenance fee must be paid to the City by May 1, 2003. (Resolution R-98- 1392). J. The Association shall collect a $10.00 non-resident fee per participant, per season. A non-resident fee will nof be charged fa any resident or family with an adult member, who is employed in the City of Colleyville. The non-resident fee does not pertain to any family for Which the fee WOuld create a financial hardship. The non- resident fees musf be paid to the City by May 1, 2003. (Resolution R-92-737). K. The Association shall provide the Cify with a written report, which includes the total number of participants, inclUding a breakdown of resident and non-resident participants and their addresses by May 1, 2003. L. The Association shall not make any improvements to park property without the approval of the Parks and Recreation Manager. M. The Association shall not drive any vehicles on walkways at all times. There are no exceptions. N. The Association shall be responsible lor the parking lot and driveway gUidelines at Crown of Life Lutheran Church: 1. The parking area is for the exclusive use of the church between the hours of 7:00 a.m. to 2:00 p.m. every Sunday. 2. The parking area is for the exclusive use of the church between the hours of 5:00 p.m. and 10:30 p.m. every Wednesday. 3. Check if signs giving notice of the church's exclusive right to the use the parking area for the above mentioned times are posted. If not, please contact the City. 4. Keep the parking area free from all garbage, trash and other debris. 5. Remove all garbage, trash and debris from the parking area so that the parking area will be clean on each Sunday morning at 7:00 a.m. O. The Association must comply with the provisions of this section before the conduct of any games. A The Parks and Recreation Department (PARD) will provide and maintain all game facilities, as identified in Exhibits "A" and "8". III. PARKS AND RECREATION DEPARTMENT RESPONSIBILITIES IV. EXHIBITS The City and the Association do hereby agree that the Exhibits attached hereto shall be part and parcel to this Agreement, as set out in their entirety. Exhibit "A" Field Maintenance Agreements Exhibit "B" Closure of Athletic Fields Exhibit "c" Concession Stand Agreement Exhibit "0" Field Requirements Exhibit "E" Checklist Requirements V. INDEMINITY The Association shall indemnify and hold harmless the City, its agents, officials, empioyees, and game officials, from any and all claims for bOdily injury, illness, death and personai injury and property damage arising out of the activities or the Association and its members in exercising its rights under this Agreement. VI. SCHEDULING The City reserves the right to utilize facilities when league practice or games are not scheduled. If a facility is abandoned, this Agreement is terminated. VII. DEFAULT A violation of this Agreement shali result in the termination of this Agreement. Any termination of this Agreement will be made with a thirty- (30) day notice and the right to move within ten (10) days. This Agreement is made an entered into on this the 20th day of January, 2003. Cl City ~OlieYVili .--. EXHIBIT "AJJ CITY-OWNED FIELD MAINTENANCE AGREEMENT 1. The Parks and Recreation pepartment (PARD) shall maintain all turf areas, which includes mowing, weed control, fertilization and herbicide spraying for the Pleasant Run Park Soccer practice and game Complex and Sparger Park. 2. The Parks and Recreation Department shall perform all pre-season turf maintenance to include top dressing and painting field marking lines at the Pleasant Run Park Soccer Complex. 3. The Parks and Recreation Department shall mark field lines, when deemed necessary, for scheduled league play and will respond to the requests of the Association. 4. The Parks and Recreation Department shall maintain game fieid goals and bleachers in a safe and secure condition. 5. The Parks and Recreation Department shall be responsible for the maintenance of any turf irrigation system and watering of the fields. 6. The Association is responsible for soccer goal nets. 7. The Association is responsible for the conduct of its players, parents and coaches throughout the specified time set forth in this Agreement. 8. The Association shall be prohibited from performing any maintenance to any turf areas without permission of the City. 9. The Association shall be responsible for the daily game day collection of all litter of the fields. The Association will encourage the collection of litter in the bleachers, concession areas, and adjacent grounds. All litter shall be placed in the receptacles provided by the City. The City will provide for the pick-up of these reeeptacles. 10. The Association will be responsible for maintaining restrooms and policing trash during all association special events at Pleasant Run Soccer Complex. The city will furnish adequate trash receptacles. EXHIBIT uB" FIELD INSPECTION AND CLOSURE AGREEMENT FOR THE SOCCER FIELDS The City will close the soccer fields under the following conditions: 1. The athletic fields are too wet for play. 2. The athletic fields need to be closed in the interest of participant safety and/or preservation of the playing surfaces. 3. The G-CISD determines that school fields are to be closed. Weekdays PROCEDURES FOR ATHLETIC FIELD CLOSURE 1. The primary responsibility to determine athletic field closure decision shall rest with the Parks Superintendent responsible for athletic fieid maintenance. The City will provide the Association Field Operations Manager with the names, addresses and telephone numbers of the Parks Superintendent or his designee responsible for athletic field maintenance. 2. The appropriate Association Field Operations Manager has the responsibility to inform the Association and participants concerning field closure decisions. 3. The City will inspect the athletic fieids by 4:00 p.m. on game or practice day 4. The City will make a decision based upon field conditions or the weather. 5. The decision of the Parks and Recreation Department will be final. 6. If inclement weather becomes a factor after the games have begun the game officials and/or Association officials shall follow the same guidelines for deciding cancellation or postponement. 7. A red flag will be raised to indicate the fields are closed. Weekends 1. The City will inspect all athletic fields by 4:00 p.m. on Friday. 2. If a decision is not possible at 4:00 p.m., a Parks and Recreation Department employee, in conjunction with the Association's Field Operation Manager, will monitor the weather and field conditions throughout the w~ekend and makes decisions on field closure(s), as needed. 3. The City will make a decision based upon field conditions or weather, if possible. 4. if the Association's Field Operation Manager and the Parks and Recreation Department employee do not agree, the decision of the Parks and Recreation Department employee takes precedence. 5. A red flag will be raised to indicate the fields are closed. EXHIBIT "C" CONCESSION STAND AGREEMENT 1. The Association shall have exclusive use of the concession stand at the Pleasant Run Park Soccer Complex 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, piumbing and other structural components. 3. The Association is to have a seasonal inspection by the Tarrant County Health Department. The Association is responsible for any Health Department Certificates and a copy must be submitted to the city. 4. The Association shaH be required to police the area of all trash, garbage, paper, boxes, cartons, cans, containers, iitter, etc. generated by the concession stand. The City will furnish adequate trash receptacles. 5. The City shall furnish the Association with two (2) sets of keys marked Pleasant Run Soccer Complex concession stand, storage room and roll-up windows and the alarm Code and password for the term of this agreement. The Association will provide to the city the names of the individuals who have these keys. 6. The Association shall be responsible for the installation, maintenance and service of all telephones. Written permission must be received from the City before any installations or repairs of utility and communication lines. 7. The City shall be responsible for off-season winterizing of plumbing fixtures and cutting off all water and electricity inside the concession stand following the end of the current season. 8. The City shaH be responsible for underground utility lines and pipes leading to the concession stand. 9. The Association shall be responsible for keeping On only the essential appliances during the season's non-use times. Only refrigerators, freezers, and air conditioners may be ieft on at aH times. Ice machines shaH be unplugged and water lines unhooked during the off season. 10. . The Association shall at all times during this agreement be responsible for the sanitary conditions of the walls, ceilings, floors, cabinets, doors, etc. on the inside of the concession stand. 11. The Association shall be responsible for the security of the building property. 12. The Association shall be responsible for the total contents of the concession stand. Securing any insurance of all of the contents of the bUilding is optional and will be the responsibility of the Association. 13. The Association must maintain a three-foot clearing from the electrical panel box in the storage area. 14. The City reserves the right to utilize the concession stands during times other than during this Agreement. 15. If facility is abandoned, this Agreement is terminated. EXHIBIT "D" COLLEYVILLE SOCCER ASSOCIATION Spring 2003 FIELD USE REQUIREMENTS LOCATION DATES DAYS TIME Pleasant Run All fields 3/1 - 5/17 Soccer Game Fields Saturday Mon-F ri 8 a.m.-10 p.m. 4 p.m.-10 p.m. Pleasant Run Practice Fields 2/15 - 5/17 Mon-Fri Saturday 4 p.m.-dark 8 a.m.-10 p.m. Sparger Park 2/15 - 5/17 Mon-Fri 4 p.m.-dark Col/eyville 2/15 - 5/17 Middle (subject to G-C/SD approval) Mon-Fri 5:00 p.m.-dark Heritage 2/15 - 5/17 Middle (subject to G-CISD approval) Mon-Fri 5:00 p.m.-dark Colleyvil/e Heritage 2/15 - 5/17 High School (subject to G-CISD approval) Mon-Fri 5:00 p.m.-dark Soccer Associatio Representa I e Printed Name and Signature i s A"-.V\ V'\ City of Col eyville Recreation Supervisor Printed Name and Signature 6-\ l. r--t City of Col/eyville Parks and Recreation Manager Printed Name and Signature EXHIBIT "E" CHECKLIST FOR THE YOUTH SPORTS ASSOCIATIONS USE OF THE CITY ATHLETIC FACILITIES o Application submitted between sixty (60) and ninety (90) days of planned use. o Upon request, the Association will provide the City of Colleyville copies of financial statements. o Signed statement of athletic facility policy compliance is enclosed. o Signed waiver of liability is enclosed. o Field Layout requests are to be submitted to the City by February 1, 2003 o City of COlleyvitle is named as an additionat insured on the Certificafe of Insurance, and submitted to the City by February 1, 2003. o Contacl person's name, tiffe, address, home and work felephone numbers will submit to the City by February 1, 2003. o List of Associalion Board of Directors is enclosed with names and addresses, and submitted to the City by February 1, 2003. o Association needs to submit request dafe for goal placement by February 1, 2003. o Game schedules are to be submitted to the City by February 21, 2003 with reference to picture day and its rainout date. o A written report, which includes the tofal number of participants, inClUding a breakdown of residenf and non-resident partiCipants and fheir addresses by May 1, 2003. o Maintenance fees are to be submitted to the City by May 1, 2003. o Non-resident fees are to be submitted to the City by May 1, 2003. CITY OF COLLEYVILLE -PARKS AND RECREATION ATHLETIC FACILITIES UTLlZATION AGREEMENT FOR COLLEYVILLE BASEBALL ASSOCIATION This Agreement for the use of athletic facilities is designed to ensure that athletic facilities owned and/or operated by the City of COlleyville, inclusive of Grapevine- ColleYVille Independent School District facilities, are utilized efficiently and safely. The City of Coileyville Parks and Recreation Department wiil work with volunteer athletic organizations to cosponsor a high quality youth sports program for the Colleyvil/e community. The parties to the Agreement are the City of Colleyville, Texas herein called "CITY" and the COlleYVille Baseball Association (CBA) herein cailed "Association." Each organization wiil be assigned facilities for the City. Ail organizations shail submit a written request to the Parks and Recreation Department (PARD) for the use of game fields. In the event two or more organizations request the Use of the same facility, the City reserves the right to review and adjust scheduling to ensure that all facilities are being fully utilized. I. ALLOCATION OF FACILITIES A The City agrees to permit the Use of "City" athletic facilities for the scheduling of the Coileyville Baseball Association league games, and/or post-season tournaments, as described in Exhibit "D" 2003 Athletic Facilities Use Agreements, and in accordance with the interlocal Agreement between the City and the G-CISD General RegUlation and Guidelines for Facility Usage. The "City" agrees to permit the Use of the G-CISD facilities for the scheduling of practices, as described in Exhibit "0". B. The City agrees to permit the use of "City" athletic facilities for the Scheduling of two COileyville Basebail Association pre/post-season activities with the option of one additional tournament subject to approval by the Parks and Recreation Manager. 1. Coaches Look 2. Coaches and Umpires Clinic 3. Pre-season Tournament 4. All-Star Tournament February 1 February 8 March 17-22 June 9-14 4 fields 2 fields Fields 4-9 Fields 4-9 C. The term of this Agreement shall be from February 1 to June 14, with an extension through June 21 for makeup games. CoileYVille Parks and Recreation Department Manager must receive make-up game scheduie requests, in writing, 48 hours before the date of the make-up game for approval or games will not be approved. D. The terms of this Agreement will not automatically be renewed on a semi- annual basis. The City will review requests twice each year and respond in writing to the requesting organization concerning the availability of facilities. E. The ASSOciation shall not assign this lease nor shall it sublease or rent out any property, or charge fees for any game or practice facility without written consent of the City. This Provision includes baseball camps and tournaments. F. The Association shall not engage in any business on the premises or violate any existing state of federal law or municipal ordinance, or use the premises in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. A The Association shall maintain, in effect, a general liability insurance policy, naming the City as an additional insured, in an amount of at least one million dollars ($1,000,000) with such a policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic league play at Colleyville City Park. II. ASSOCIATION RESPONSIBILITIES 8. The Association shall be a non-profit association, as set forth by the Internal Revenue Service. C. The Association shall have an elected Board of. Directors, to include a President, Vice-President, Secretary, Treasurer and a designated Field Operations Manager. The names of these officers, including addresses and telephone numbers, shall be filed with the City immediately following election or a change in office. D. The Association's Constitution and by-laws Shall be filed with the City. E. The Association, upon request, shall furnish a copy of financial statements to the City. F. The Association shall furnish a complete copy of the league practice and game schedules to the City at least one (2) weeks prior to the start of the season. The schedule must be legible and include only the games that will be conducted on City owned or operated facilities. G. The Association shall maintain a communication network with the City only through the President of the Association or the Field Operations Manager for facility requests or needs. H. All the games and practices will conclude by 10:00 p.m. The lights must be out by 10:30 p.m. The City through the Parks and Recreation Manager will make any exceptions. I. The Association shaH collect a $5.00 maintenance fee per participant, per season. The maintenance fee must be paid to the City by May 1, 2003. (Resolution R-98-1392) . J. The Association shaH collect a $10.00 non-resident fee per participant, per season. A non-resident fee will not be charged to any resident or family with an adult member, who is employed in the City of Col/eyville. The non- resident fee does not pertain to any family for which the fee would create a financial hardship. The non-resident fees must be paid to the City by May 1, 2003. (Resolution R-92-737). K The Association shall provide the City with a written report, which includes the total number of participants, inclUding a breakdown of resident and non- resident participants and their addresses by May 1, 2003. L The Association shaH not make any improvements to park property without the approval of the Parks and Recreation Manager. M. The Association will submit to the City any sponsor signage fees collected by May 1, 2003. N. The Association must comply with the ProVisions of this section prior to the conduct of any games. III. PARKS AND RECREATION DEPARTMENT RESPONSIBILITIES A The Parks and Recreation Department (PARD) will provide and maintain all game facilities, as identified in Exhibits "A" and "8". IV. EXHIBITS The City and the Association do hereby agree that the Exhibits attached hereto shall be part and parcel to this Agreement, as set out in their entirety. Exhibit "A" Field Maintenance Agreements Exhibit "8" Closure of Athletic Fields Exhibit "c" Concession Stand Agreement Exhibit "0" Field Requirements Exhibit "E" Checklist Requirements V. INDEMINITY The Association shall indemnify and hold harmless the City, its agents, officials, employees, and umpires, from any and all claims for bOdily injury, illness, death and personal injury and property damage arising out of the activities or the Association and its members in exercising its rights under this Agreement. VI. SCHEDULING The City reserves the right to utilize facilities when league practice or games are not scheduled. If a facility is abandoned, this Agreement is terminated. VII. DEFAULT A violation of this Agreement shall result in the termination of this Agreement. Any termination of this Agreement will be made with a thirty- (30) day notice and the right to move within ten (10) days. This Agreement is made an entered into on this the 7th day of January, 2003. ,(~f) Recreation Supervisor Printed Nam XE 7l ~ SS<=LL, J~ Association President/Representative Printe 't> '" t c... LA wl City of Colleyville Parks and Recreation Manager Printed Name and Signature EXHIBIT "A" CITY-OWNED FIELD MAINTENANCE AGREEMENT 1. The Parks and Recreation Department (PARD) shall maintain the infield and all turf areas in the outfield, which includes mowing, weed control, fertilization and herbicide spraying. 2. The Parks and Recreation Department shall perform all pre-season clay and turf maintenance to include adding clay, clay renovation, top dressing and cutting field marking lines. 3. The Parks and Recreation Department shall mark field lines, when deemed necessary, for scheduled league play and will respond to the requests of the Association. 4. The Parks and Recreation Department shall drag the fields daily during regularly scheduled league games, scheduled tournaments and make-up games, as required. The Association agrees to provide the City with sufficiemt notice of all scheduled games. 5. The Parks and Recreation Department shall maintain all backstops, fences, games, bleachers and dugouts in a safe and secure condition. 6. The Parks and Recreation Department shall provide and maintain all area and ball field lighting systems. 7. The Parks and Recreation Department shall be responsible for the maintenance of any turf irrigation system and watering of the fields. 8. The Association is responsible for the conduct of its players, parents and coaches throughout the specified time period set forth in this Agreement. 9. The Parks and Recreation Department shall provide electrical power for the operation of the scoreboards. All costs to maintain and/or repair the scoreboards on the assigned fields will be the responsibility of the City. . The Association agrees to contact the City to report any malfunctions and to request service to be performed on the scoreboards. 10. The Parks and Recreation Department shall maintain the restrooms in a safe and sanitary condition. 11. The Association shall be prohibited from performing any maintenance to any athletic field areas without permission of the City. 12. The Association shall be responsible for the daily game day collection of all litter on game fields. The Association will strongly ~~ncourage the collection of litter in the bleachers, concession areas, and adjacent grounds from all spectators, participants and coaches. All litter shall be placed in the receptacles provided by the City. The City will provide for the pick-up of these receptacles. 13. The Association will prohibit its coaches and players from hitting baseballs into any fences uniess it occurs in the natural course of a game. Failure to enforce this policy may result in the Association incurring costs associated with the repairs of the fencing. 14. The Association will schedule make-up games Monday through Saturday excluding City holidays. The association will attempt to reschedule make-up games as double headers, on open fields Monday-Saturday with shortened game times and playing make-up games towards the end of the season. Colleyville Parks and Recreation Department must receive make-up game scheduie requests, in writing, 48 hours before the date of the make-up game, for approval, or games will not be approved. Any exception to this requires approvai by the Parks and Recreation Manager prior to scheduling. EXHIBIT "B" FIELD INSPECTION AND CLOSURE AGREEMENT FOR THE BASEBALL FIELDS The City will close the baseball fields under the following conditions: 1. The athletic fields are too wet for play. 2. The athletic fields need to be closed in the interest of participant safety and/or preservation of the playing surfaces. 3. The G-CISD determines that school fields are to be closed. Weekdays PROCEDURES FOR ATHLETIC FIELD CLOSURE 1. The primary responsibility to determine athletic fieid closure decision shall rest with the Parks Supervisor responsible for athletic field maintenance. The City will provide the Association Field Operations Manager with the names, addresses and telephone numbers of the Parks Supervisor or his designee responsible for athletic field maintenance. ' 2. The appropriate Association Field Operations Manager has the responsibility to inform the Association and participants concerning field closure decisions. 3. The City will inspect the athietic fields by 4:00 p.m. on game or practice day 4. The City will make a decision based upon field conditions or the weather. 5. The decision of the Parks and Recreation Department will be final. 6. If inclement weather becomes a factor after the games have begun the umpires and/or Association officials shall follow the same guidelines for deciding cancellation or postponement. 7. A red flag will be raised to indicate the fields are closed. Weekends 1. The City will inspect all athletic fields by 4:00 p.m. on Friday 2. If a decision is not possible at 4:00 p.m., a Parks and Recreation Department employee, in conjunction with the Association's Field Operation Manager, will monitor the weather and fields conditions throughout the weekend and make decisions on field closure(s), as needed. 3. The City will make a decision based upon field conditions or weather, if possible. 4. If the Association's Field Operation Manager and the Parks and Recreation Department employee do not agree, the decision of the Parks and Recreation Department employee takes precedence. 5. A red flag will be raised to indicate the fields are closed. EXHIBIT "C" CONCESSION STAND AGREEMENT 1. The Association shall have exclusive use of the concession stand at the Colleyville City Park for the duration of this Agreement. 2. The Association shaH 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 and other structural components. 3. The Association shaH be subject to pass an annual inspection by the Tarrant County Health Department The Association is 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. The City will furnish adequate trash receptacles. 5. The City shall furnish the Association with two (2) sets of keys marked Colleyville City Park concession stand and storage room for the term of this Agreement The Association wiH provide to the City the names and addresses of the individuals who have keys. 6. The Association shall be responsible for the installation, maintenance and service of telephones. Written permission must be received from the City prior to any installations or repairs of utility and communication lines. 7. The City shall be responsible for off-season winterizing of plumbing fixtures and cutting off all water and electricity inside the concession stand following the end of the current season. 8. The City shaH be responsible for underground utility lines and pipes leading up to the concession stand. 9. The Association shall be responsible for keeping on only the essential appliances during the season's non-use times. Only refrigerators and freezers and not air conditioners may be left on at all times. Ice machines shall be unplugged and water lines unhooked during the off season. 10. The Association shall at all times during this agreement be responsible for the sanitary conditions of the walls, ceilings, floors, cabinets, doors, etc. on the inside of the concession stand. 11. The Association shall be responsible for the security of the building property. 12. The Association shall be responsible for the total contents of the concession stand. Securing any Insurance of all of the contents of the building is optional and will be the responsibility of the Association. 13. The City reserves the right to utilize the concession stand during times other than the association's scheduled events during this Agreement. 14. If facility is abandoned, this Agreement is terminated. EXHIBIT "0" COLLEYVILLE BASEBALL ASSOCIATION Spring 2003 FIELD USE REQUIREMENTS The City of Coileyville agrees to permit use of the following facilities for scheduling games and/or practices: Location Field UsaQe Dates Dav(s) Time Monday- 5:00 p.m. to Friday 10:00 p.m. Saturday 8:00 a.m. to 10:00 p.m. Monday- 5:00 p.m. to Friday 10:00 p.m. Saturday 9:00 a.m. to 10:00 p.m. Monday to 5:00 p.m. to Friday Dark City Park 4, 5, 6, 7, 8, 9 Games 3/24-6/7 City Park 4, 5, 6, 7, 8, 9 Practices 2/17 -3/22 *CH H S 1 Practice Field *Subject to Grapevine-Colleyville Independent School District approval -=l;;EE. 4455 ELL , J~. Colleyville Baseball Association Repre e.ntative Prin Name and Signature C./,. . . J T """' , s L 11"-- ~ City of ColleYVlle Recreation Supervisor Printed Name and Signature .1 ^ n. . /.. N""'IU-. ~~L)<L.. VJ~ Colleyville Parks and Recreation Manager Printed Name and Signature EXHIBIT "E" CHECKLIST FOR THE YOUTH SPORTS ASSOCIATIONS USE OF THE CITY ATHLETIC FACILITIES o Signed statement of athletic facility policy compliance is enclosed. C Signed waiver of liability is enclosed. o Application submitted between sixty (60) and ninety (90) days of planned use. o Upon request, the Association will provide the City of Colleyville copies of financial statements. o Field dimensions are to be submitted to the City by January 15, 2003 o City of Colleyvi//e is named as an additional insured on the Certificate of Insurance and submitted to the City by February 1, 2003. o List of Association Board of Directors is enclosed with names and addresses and submitted to the City by February 1, 2003. . 0 Associafion's Contact person's name, title, address, home and work telephone numbers will be submitted to the City by February 1, 2003. o Game schedules will be submitted to the City by March 10, 2003. o A written report, which includes the total number of participants, including a breakdown of resident and non-resident participants and their addresses by May 1, 2003. o Maintenance fees are to be submitted to the City by May 1, 2003 o Non-resident fees are to be submitted to the City by May 1, 2003. o The Association will submit to the City 25% of any Sponsor signage fees collected by for the spring season May 1, 2003 o Sponsor signs are to be removed by July 1, 2003. CITY OF COLLEYVILLE PARKS AND RECREATION ATHLETIC FACILITIES UTILIZATION AGREEMENT FOR COLLEYVILLE GIRL'S SOFTBALL ASSOCIATION This Agreement for the use of athletic facilities is designed to ensure that athletic facilities owned and/or operated by the City of Colleyville, inclusive of Grapevine- Colleyvil/e Independent School District facilities, are utilized efficiently and safely. The City of Colleyville Parks and Recreation Department will work with volunteer athletic organizations to cosponsor a high quality youth sports program for the Colleyvil/e community. The parties to the Agreement are the City of Colleyville, Texas herein called "CITY" and the Colleyville Girl's Softball Association (CGSBA) herein called "Association" . I. ALLOCATION OF FACILITIES Each organization wilf be assigned facilities for the City. All organizations shall submit a written request to the Parks and Recreation Department (PARD) for the use of game fields. In the event two or more organizations request the use of the same facility, the City reserves the right to review and adjust scheduling to ensure that all facilities are being fully utilized. A The City agrees to permit the Use of "City" athletic facilities for the scheduling of the Colleyville Girl's Softball Association league games, and/or post- season tournament, as described in Exhibit "e" 2003 Athletic Facilities Use Agreements, and in accordance with the Interlocal Agreement between the City and the G-CISD General Regulation and Guidefines for Facility Usage. The "City" agrees to permit the use of the G-CISD facilities for the scheduling of practices, as described in Exhibit "C". B. The City agrees to permit the use of "City" athletic facilities for the scheduling of two Colleyville Girl's Softball Association pre/post-season activities with the option of one additional tournament subject to approval by the Parks and Recreation Manager. 1. Coaches Look 2. Players Clinic February 8,2003 March 15, 2003 1 field 3 fields C. The term of this Agreement shall be from February 17 to June 14, 2003. Colleyville Parks and Recreation Department must receive make-up game schedule requests, in writing, 48 hours before the date of the make-up game for approval. D. The terms of this Agreement will not automatically be renewed on a semi- annual basis. The City will review requests twice each year and respond in writing to the requesting organization concerning the availability of facilities. E. The Association shall not assign this lease nor shall it sublease or rent out anypropertY'i or charge fees for any game or practice facility without written consent of the City. This provision includes softball camps and tournaments. F. The Association shalt not engage in any business on the premises or violate any existing state of federal law or municipal ordinance, or use the premises in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. II. ASSOCIATION RESPONSIBILITIES A. The Association shalt maintain, in effect, a general liability insurance policy, naming the City as an additional insured, in an amount of at least one million dollars ($I,OOO,OOO) with such a policy designed to cover the cost of defense and liability for injuries suffered by competitors in the organized athletic league play at Colleyville City Park. B. The Association shall be a non-profit association, as set forth by the Internal Revenue Service. C. The Association shall have an elected Board of Directors, to include a President, Vice-President, Secretary, Treasurer and a designated Field Operations Manager. The names of these officers, inClUding addresses and telephone numbers, shall be filed with the City immediately following election or a change in office. D. The Association's Constitution and by-laws shall be filed with the City. E. The Association, upon request, shalt furnish a copy of financial statements to the City. F. The Association shalt furnish a complete copy of the league practice and game schedules to the City at least two (2) weeks before the start of the season. The schedule must be legible and include only the games that will be conducted on City owned or operated facilities. G. The Association shall maintain a communication network with the City only through the President of the Association or the Field Operations Manager for facility requests or needs. H. All the games and practices will conclude by 10:00 p.m. The lights must be out by 10:30 p.m. Lights and irrigation are on timers. The City through the Parks and Recreation Manager will make any exceptions. L The Association shall collect a $5.00 maintenance fee per participant, per season. The maintenance fee must be paid to the City by May 1, 2003 (Resolution R-98-1392). J. The Association shall collect a $10;00 non-resident fee per participant per season. A non-resident fee will not be charged to any resident or family with an adult member, who is employed in the City of Colleyvi[[e. The non- resident fee does not pertain to any family for which the fee would create a financial hardship. The non-resident fees must be paid to the City by May 1, 2003. (Resolution R-92-737). K. The Association shall provide the City with a written report, which includes the total number of participants, including a breakdown of resident and non- resident participants and their addresses by May 1, 2003 L. The Association shall not make any improvements to park property without the approval of the Parks and Recreation Manager. M. The Association shall not drive vehicles on walkways at any time; there are no exceptions. N. The Association will submit to the City any sponsor signage fees collected by May 1, 2003, and will remove signs by July 1, 2003. O. The Association must comply with the Provisions of this section before the conduct of any games. III. PARKS AND RECREATION DEPARTMENT RESPONSIBILITIES A. The Parks and Recreation Department (PARD) will provide and maintain all game facilities, as identified in Exhibits "A" and liB". IV. EXHIBITS The City and the Association do hereby agree that the Exhibits attached hereto shall be part to this Agreement, as set out in their entirety. Exhibit "A" Field Maintenance Agreements Exhibit "B" Closure of Athletic Fields Exhibit "c" Field Requirements Exhibit "0" Checklist Requirements V. INDEMINITY The Association hshall indemnify and hold harmless the City, its agents, officials, employees, and umpires, from any and all claims for bodily injury, illness, death and personal injury and property damage arising out of the activities or the Association and its members in exercising its rights under this Agreement. VI. SCHEDULING The City reserves the right to utilize facilities when league practice or games are not scheduled. If a facility is abandoned, this Agreement is terminated. VII. DEFAULT A violahon of this Agreement shall result in the termination of this Agreement. Any termination of this Agreement will be made with a thirty- (30) day notice and the right to move within ten (10) days. 's made an entered into on this the 14th day of January, 2003. JC- _ Association Preside epre tative Printed Name and Signature lrt{ 'f D\sLw--u-, ~~ City of ColleY'lllle Recreation Supervisor Pnnted Name and Signature Mon f?h SW- W q. (2('-- /;t{ ~ V-- City of Colleyville Parks and Recreation Manager Printed Name and Signature . EXHIBIT "A" CITY-OWNED FIELD MAINTENANCE AGREEMENT 1. The Parks and Recreation Department (PARD) shall maintain the infield and all turf areas in the outfield, which includes mowing, weed control, fertilization and herbicide spraying. 2. The Parks and Recreatton Department shall perform all pre-season clay and turf maintenance to include adding clay, clay renovation, and top dressing and cutting field marking lines. 3. The Parks and Recreation Department shall mark field lines, when deemed necessary, for scheduled league play and will respond to the requests of the Association. 4. The Parks and Recreation Department shall drag the fields daily during regularly scheduled league games, scheduled tournaments and make-up games, as required. The Association agrees to provide the City with sufficient notice of all scheduled games. 5. The Parks and Recreation Department shall maintain all backstops, fences, games, bleachers and dugouts in a safe and secure condition. 6. The Parks and Recreation Department shall provide and maintain all area and ball field lighting systems. 7. The Parks and Recreation Department shall be responsible for the maintenance of any turf irrigation system and watering of the fields. 8. The Association is responsible for the conduct of its players, parents and coaches throughout the specified time set forth in this Agreement. 9. The Parks and Recreation Department shall provide electrical power for the operation of the scoreboards. All costs to maintain and/or repair the scoreboards on the assigned fields will be the responsibility of the City. 'The Association agrees to contact the City to report any malfunctions and to request service to be performed on the scoreboards. 10. The Parks and Recreation Department shall maintain the restrooms in a safe and sanitary condition. 11. The Association shall be prohibited from performing any maintenance to any athletic field areas without permission of the City. 12. The Association shaH be responsible for the daily game day collection of all litter of the fields. The Association will encourage the collection of litter in the bleachers, concession areas, and adjacent grounds. All litter shall be placed in the receptacles provided by the City. The City will provide for the pick-up of these receptacles. 13. The Association will prohibit its coaches and pfayers from hitting softballs into any fences unless it occurs in the natural course of a game. Failure to enforce this policy may result in the Association incurring costs associated with the repairs of the fencing. 14. The Association will schedule make-up games Monday through Saturday excluding holidays. Any exception to this requires approval by the Parks and Recreation Manager before scheduling. EXHIBIT "BI! FIELD INSPECTION AND CLOSURE AGREEMENT FOR THE SOFTBALL FIELDS . The City will close the softball fields under the following conditions: 1. The athletic fields are too wet for play. 2. The athletic fields need to be closed in the interest of participant safety and/or preservation of the playing surfaces. 3. The G-CISD determines that school fields are to be closed. PROCEDURES FOR ATHLETIC FIELD CLOSURE Weekdays t. The primary responsibility to determine athletic field closure decision shari rest with the Parks Superintendent responsible for athletic field maintenance. The City wit! provide the Association Field Operations Manager with the names, addresses and telephone numbers of the Parks Superintendent or his designee responsible for athletic field maintenance. 2. The appropriate Association Field Operations Manager has the responsibility to inform the Association and participants concerning field closure decisions. 3. The City will inspect the athletic fields by 4:00 p.m. on game or practice day. 4. The City will make a decision based upon field conditions or the weather. 5. The decision of the Parks and Recreation Department will be final. 6. If inclement weather becomes a factor after the games have begun the umpires and/or Association officials shall follow the same guidelines for deciding cancellation or postponement. 7. A red flag will be raised to indicate the fields are closed. Weekends 1. The City will inspect all athletic fields by 4:00 p.m. on Friday. 2. If a decision is not possible at 4:00 p.m., a Parks and Recreation Department employee, in conjunction with the Association's Field Operation Manager, will monitor the weather and field conditions throughout the weekend and make decisions on field closure(s), as needed. 3. The City will make a decision based upon field conditions or weather! if possible. 4. If the Associations Field Operation manager and the Parks and Recreation Department employee do not agree, the decision of the Parks and Recreation Department employee takes precedence. 5. A red flag will be raised to indicate the fields are closed. EXHIBIT "C" COLLEYVILLE GIRL'S SOFTBALL ASSOClA nON Spring 2003 FIELD USE REQUIREMENTS The City of Colleyville agrees to permit use of the fOllowing facilities for scheduling games and/or practice: LOCATION DATES DAYS City Park Fields 1, 2, 3-Games March 22-June 7 Monday-F riday Saturday February 17 -June 6 TIME 5:00-10:00 p.m. 8:00 a.m.-1 0:00 p.m. .B':'00-9:00 p.m. 5' cD ~~. Colleyville Softball soci. n Representative Printed Name and Signature , [(U--\t; i1sL~ ~tJ-6 City of Colleyville Recreation Supervisor Printed Name and Signature /!AlJYliU7 ~WAl~ ~ Colleyville Parks and Recreation Manager Printed Name and Signature EXHIBIT "D" CHECKLIST FOR THE YOUTH SPORTS ASSOCIATIONS USE OF THE CITY ATHLETIC FACILITIES o Signed statement of athletic facility policy compliance is enclosed. o Signed waiver of liability is enclosed. o Application submitted between sixty (60) and ninety (90) days of planned use. o Upon request, the Association will provide the City of Colfeyvifle copies of financial statements. o City of Colleyville is named as aD additional insured on the Certificate of Insurance and submitted to the City by February 15, 2003. o List of Association Board of Directors is enclosed with names and addresses and submitted to the City by February 15, 2003. o Association's contact person's name, title, address, home and work telephone numbers will be submitted to the City by February 15, 2003. o Field dimensions are to be submitted to the City by February 15, 2003 o Game schedules will be submitted to the City by March 8, 2003. o A written report, which includes the total number of participants, including a breakdown of resident and non-resident participants and their addresses by May 1, 2003. o Maintenance fees are to be submitted to the City by May 1, 2003. o Non-resident fees are to be submitted to the City by May 1, 2003. o The Association will submit to the City 25% of any sponsor signage fees collected by for the spring season May 1, 2003, and remove any sponsor signs by July 1, 2003.