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HomeMy WebLinkAboutCity Council-Agenda Packets-10/8/2003 City of ~ 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 I certify that the above notice was posted on the Bulletin Board at City Hall Friday, October 3,2003, at 5:00 p.m. ~::.TRM~ ~ City Secretary P.O. BOX 185 COLLEYVILLE, TEXAS 76034 (817) 577-7575 MEMORANDUM TO: FROM: Bill Lindley, City Manager Monica Sue Walsh, Parks and Recreation Director~ October 3, 2003 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 oveNiew 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 Colleyville 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 oveNiew 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 Colleyville, Texas 76034 Insert name, The City of Colleyville 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 Colleyville 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 the 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 INTERLOCAl. ASF.EEMENT FOR PARK, PLAYGROUND AND OT:"1.;::.=. zmCREATIONAL FACILITIES THIS AGREEMENT is made and entered into by and between the CITY OF COLLEYVILLE, a home-rule municipal corporation, hereinafter refer red to as "Ci ty", and the GRAPEVINE-COLLEYVILLE INDEPENDENT SCHOOL DISTRICT, an independent school district in Tarrant Ceunty, Texas located partially in the City of Colleyville, and which is hereinafter referred to as "Dist=ict". RECITALS 1. The Di,.strict presently maintains and operates several school campuses, athletic :acilities, and playgrounds in the City and plans for more schoo 1 sites / a thlet ic f aci li ti es and playgrounds in the City in the future. 2. The City presently maintains and athletic facilities, and play~=ounds and athletic facilities, and playgrounds in the operates several plans for more future. parks, parks, 3. Both the City 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 purposes and the educational priority. ':he District recognize are intended primarily ~eeds of children are that for the school school highest 5. The District, through its Board of Trustees, desires to cooperate with the City, through its City Council, in the joint planning, design, construction, financing, use and maintenance of certain recreational facilities for the enjoyment and benefit of all citizens. INTERLOCAL AGREEMENT GCISO/CC/IA-2232 (cjp) PAGE 1 6. This Agreeme~~ ~~ compliance with the Interlocal Code Section 791.001, et. seq. made pursuant to and Cooperation Act, Texas ln strict Government NOW, THEREFORE, for and in consideration of the mutual promises, covenants and conditions contained herein, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the City and the District hereby agree as follows: I. Identification 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 (hereinafter referred to collectively as the "District Property"). A list of available City Property and available District P=operty shall be ~!S:h.anged q,nnually on June 15th and will represent the Ci ty Property and District Property available for joint usage. II. :M.utual 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 activitie;:; and p;I:pgrams. The City shall annually submit to the District a schedule of City activities and programs 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!IA-::32 (cjpl PAGE 2 2.2 The District s:-.=.:: be entitled to priority use of City Property upon the approve.: :J;" the City of a schedule of District activities and programs. ~~e District shall submit annually to the City a schedule of dist=i=~ activities and programs for approval by the City no later than 2:;2.-,; 15th of each year. The City shall approve the schedule as s~=~:tted, or with any modifications deemed necessary, no later tha:l ;'.:.:;:ust 15th of each year. The schedule may be modified by the rr::1~:lal cOl.sent of the parties in writing. Use of the City Property by the District for activities not approved on the 9rigi~c.: schedule shall be allowed only when available. 2.3 The City Parks Director and the District Athletic Director shall hold a mee~:~; on January 15th and on June 15t~ of each year, for the purpose ~: coordinating facility use schedules. 2.4 Each party sha:~ supply all expendable materials and all equipment necessary for ca==ying on that party's program. III. ~ai~~enance of Property 3.1 The City sha:: be responsible for maintaining City Property and the Distric~ shall be responsible for maintaining District Property. Howeve:. the District shall be responsible for maintenance and cleaning ~f any City Property immediately after conclusion of Dist:ict-s~:~sored events, and the City shall be responsible for maintena~ce and c~eaning of District Property immediately following the conclusion of any City sponsored event. Since the Ci ty has the ex:::: us i ve use of the Pleas ant Run Soccer Field, it shall have the scle responsibility for maintaining the property. 3.2 Th~ sponsorir-g ~:.:thority attendance at all times c:.:.=:ng the on the other parties' prc?e:~y. shall have a representative in conduct of any sponsored event INTER~OCAL AGREEMENT G::sD/CC!IA-2232 (cjpl . Pl\GE 3 IV. ?~~s~sal Improvements 4. City and Dist:::ct shall attempt to plan in their long term budgeting process for improvements to City Property and District Property. The City may agree to fund improvements to District Property. The District may agree to fund improvements to City Property if an educational benefit can be derived from the investment. Improvements made to ei ther parties' property, pursuant to the terms of this Agreement, shall be and remain the property of the' enti ty who owns the property, whether or not the improvement consti tutes a 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 perUla~ent improvements shall be approved by the party owning the property. V. No Assumption of Liability 5.1 The Dis':::ict aSSUUles no responsibility for any claims, damages, injuries or laws~its, or causes of action arising from the use of the Distric~ Prope::ty pursuant to this Agreement. 5.2 The Ci':y aSSUUles no responsibility for any claims, damages, injuries or lawsuits, or causes of action arising from the use of the Ci ty ?roper':y, pursuant to this Agreement, except as otherwise provided by law. 5.3 The Ci ty a9 rees to waive, re lease, indemni fy and ho Id harmless the Di st r lct, its of f i cers, employees and represent a t i ves acting in the sco?e of the District's authority, from all costs (including attorney fees), claims, demands, damages, injuries or causes of action arising out 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- 1 ~n I f.r I T 11 ~.- -..., ").., (-:- -;'" \ 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 Ci ty for damages to Ci ty property resulting from the District's use of the property. 5.5 Nothing herein shall be construed in any manner to constitute a waiver of any irmnunity or affirmative defense which may be asserted by District or by Ci ty, 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 Run Soccer Field"). Notwithstanding anything in this Agreement to the contrary, the City shall have exclusive use of the Pleasant Run Soccer Field for park, athletic, playground, and other athletic related purposes and may make im2rovements thereon at its sole ___.~"'- _._~~_F'_.'.. ~ 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. Notwithstanding 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 wi thout damage to the land. Any INTERLOCAL AGREEMENT GCISD/CC/ln-::32tcjp) PAGE 5 improvements not re~c~ed ~y the City shall be and remaln the property of the Distri=~. 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, it 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 Ci ty, in wri ting, the opportuni ty to purchase the land at the appraised value. The City Qay, within 60 days after receipt of the notice from the School District, elect to purchase the Pleasant Run . . Soccer Field at fair market value. The City's election to purchase the property shall be evidenced and be condi tioned upon the Ci ty delivering to the School District a written offer to purchase the property for fair market 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 sha 11 sell the property to the Ci ty in accordance wi th the terms and condi tions of the offe~. In the event the Ci ty elects not to purchase the property, then the School District shall be free to provide notice to the ge:1eral public of the offer to sell the property. VII. Term of Agreement 7. This Agreement shall be for an indefinite term and shall continue from year to yea= 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 te=minate the Agreement 120 days prior to termination. INTERLOCAL AGREEMENT G=rSO/CC/lh-Z:;:lcjpl PAGE 6 VIII. Assignment 8. Neither party to this Agreement shall, without first obtaining written c~~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. ~clusive Agreement 9.1 This Agreemen": contains all of the agreements made by and between the parties a:10 supersedes any prior written or oral agreements relating to the su?ject hereof. 9.2 This Agree~ent is fully performable in Tarrant County, Texas, and shall be const.:-ued in accordance with the laws of the State of Texas. x. lr.:iscellaneous 10.1 The terms and conditions 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 1n his/her individual capacity that he/she has =ull authority to do so on behalf of that entity. 10.3 Each pa rty wi 11 do such further acts, i nc 1 uding executing and delivering additional agreements or instruments as the other may reasonably require, to consummate, evidence or confirm the agreements contained in this Agreement. INTERLOCAL AGREEMENT GCISD/CC/IA-2232Icjpl PAGE? 10.4 integral Agreement fu 11. All recita:s re:erred to in this Agreement are an part of this Agreement. They are incorporated in this by this reference as though at this point set forth in EXECUTED this the -& ..~ L/ day of 0'/,'/1 / GR~~E~~LLE~~LLE I.S.D. By/!I"k !j~ - Mike Davils,- President Board of Trustees , 1993. CITY OF COLLEYVILLE: BY: ~N::;on, Mayor ATTEST: ATTEST: fit( ~~ daAAA~ Na e: Ci y Secretary BY: Mar; on Brekken ~k-.R.awl.i.ng.s, Secret ary Board of Trustees STATE OF TEXAS ~ ~ COUNTY OF TARRANT ~ ~is instrument of M[; City of olleyvll1e. was aCknowledged before me on 1993, by Richard Newton, the 71/. Mayor of day the .J......."-~~~"'l,...... - -' , ...---~,,",,'~~.1 f" -- ,-v P '\ r ~ d~~)'"/ ....~~(i\ JEAN H~RRIS ~ ~~.!, ' ,i"J I.OM.M' I.SSION I:XPIR. ES i /'~:;./.....~~~.1 MAY 13 1993 ~ '\",\~'(---- ~"","~",,\-," - -: .". -.-..-..-.......:-.~.......... 'l.-- No ry Public, of Texas PrInted Name: Commission Expires: STATE OF TEXAS ~ ~ COUNTY OF TARRANT ~ ThiS~. instrument was ----? I . of . /[:.-<:! Grapevine-CO~1eyville I.S.D. acknowledged before me on the v?/f day 1993, by Mike Davis, President of the Board of Trustees. /( INTERLOCAL AGREEMENT GCISD/CC/IA-2232Icjp) ~7/~/L'~V-/L'~ Notary Public, State o~Texas Printed Name: Commission Expires: PAGE 8 f- >;;~.:. ~. - ...." -. ---~-, '-.J~ ....., h~~Fi:n HfT-cL f'~""I.~;':.; '}'I"""~" 'I-~;~. ' ColleyvilJe Girl's Softball Association (CGSA) information submitted to Parks and Recreation Department: 2003 Information Spring fees: T -Ball - 10 games 8U-14U-15 games Non resident $60 $90 one child $120 two children $200 three or more children $10 per child Spring registration 209 recreation players 30 dassic players Fall fees: T-Ball-10 games 8U-14U- 10 games Non resident $65 $65 one child $120 two children $180 three or more children $10 per child F all 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 Fall 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 GCISe 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 Subject: 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, Sharla & 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 came 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 Middle 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 Property. 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 Subject: 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] > 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://sitebuilder.yahoo.com 1 Colleyville 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 can 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 02,20035:32 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 - "m not sure what this refers to review of fian. contributions - I assume you mean what we what can the City do to meet the needs of the participants - maintain quality facilities have contributed, Le., 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 10 years - 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 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 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 Inter/ocal 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-annual 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. I. 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. 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 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 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 1 st day of Auqust, 2003. mh k A. G2c:t{J~ tion Presiden Representative Printed Name and Si nature . \ \' r;L ~fA- (\. City of Colle ille Recreation Supervisor Printed N me and Signature ~<N\'C '" S"" w c. (~ ~ 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 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 field goals and bleachers in a safe anq 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 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. EXHIBIT "B" 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 9f 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 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 "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, 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 "D" COLLEYVILLE SOCCER ASSOCIATION Fall 2003 FIELD USE REQUIREMENTS LOCATION DATES DAYS Pleasant Run All fields 9/6 - 12/6 Saturday Soccer Fields Mon-F ri Pleasant Run 8/18 - 12/6 Mon-F ri Practice Fields Saturday Sparger Park 8/18 - 12/6 Mon-F ri Heritage 8/18 - 12/6 Mon-Fri Middle (subject to G-CISD approval) Colleyville Heritage 8/18 - 12/6 Mon-F ri High School (subject to G-CISD approval) TIME 8 a.m.-10 p.m. 4 p.m.-10 p.m. 4 p.m.-dark 8 a.m.-10 p.m. 4 p.m.-dark 5:00 p.m.-dark 5:00 p.m.-dark ;/ n a(!-p presentative 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 August 8, 2003 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 Contact person's name, title, 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 COLLEYVILLE 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, 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 Colleyville Baseball Association (CBA) 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 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 "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 facilitie~ for the scheduling of two Colleyville Baseball Association pre/post-season ~ctivities with the option of one additional tournament subject to approval qy the Parks ancf Recreation Manager. ., , 1. Coaches Look-August 12 Field 7 2. Coaches Clinic-August 23 and 24 Fields 6-9 C. The term of this Agreement 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 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 basebalf 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. 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 to 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 "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 wilt 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 1 ih day of AUQust, 2003. ~eJS. ~j.~L'-f~ epresentative Printed Name and Signature '-5L~~ City of C yville Recreation Supervis r Printe 1IAJAlw~'v,djJu.IL ~'r 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 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 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 encourage the collection of litter in the bleachers, concession areas, and adjaceHt 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 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 recetve 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-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 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 wHI 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 c1osure(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 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 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 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 following the end of the current season. 8. The City shall 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 during this Agreement. 14. If facility is abandoned, this Agreement is terminated. EXHIBIT "0" COLLEYVILLE BASEBALL ASSOCIATION Fall 2003 FIELD USE REQUIREMENTS The City of Colleyville agrees to permit use of the following facilities for scheduling games and/or practices: Location Field Usaae Dates Dave s) Time City Park 4,5,6,7,8,9 9/2-11/22 Monday-Friday 5:00 p.m. to 10:00 p.m. Games Saturday 8:00 a.m. to 10:00 p.m. CHHS* 1 Practice 8/18-11/22 Monday to Friday 5:00 p.m. to Dark Fields Saturday 8:00 a.m. to Dark OC Taylor* 8/18-11/22 Monday to Friday 5:00 p.m. to Dark Saturday 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 "E" 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 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 August 22, 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 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 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- 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 Colleyville Girl's Softball Association (CGSBA) 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 Girl's Softball Association league games, and/or post- season tournament, as described in Exhibit "C" 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 "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 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 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 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. 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 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 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. I. 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 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 "8". 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 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 A9reement is made an entered into on this the -Z -/1 day of j.)...,...... 2-1,- 2003. ~~~ ~- Y<f.I-E. R.. R; is . "J -----===- ~ ~ ~ Association PresidenURepresentative Printed Name and Signature {'[kIf. f).~L",,~~ ~~ City of Colleyvil e Recreation Supervisor Printed Name and Signature Mt1tt0- L ~(jl. ,~ City of CoUeyville 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, 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 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 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: LOCATION DATES DAYS City Park 9/13-11/22 Saturday Fields 1, 2, 3-Games Colleyville Elementary 8/25-11/22 Monday-F riday ColleyviUe Middle School 8/25-11/22 Monday-Friday Cross Timbers Middle Schoo/* 8/25-11/22 Monday-Friday Colleyville Heritage High School* 8/25-11/22 Monday-Friday *Subject to GCISD approval Peter Riis Peter CJQis TIME 8:00 a.m.-1 0:00 p.m. 5:00 p.m. to Dark 5:00 p.m. to Dark 5:00 p.m. to Dark 5:00 p.m. to Dark Colleyville Softball Association Representative Printed Name and Signature City of a(:;iilt:!c~i;;" Supervisor Printe~~gnature . Muy..k"S..-t_\JV",t~ ~ Colleyville Parks and Recreation Manager Printed Name and Signature EXHIBIT uD" 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 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 submittecf 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 COLLEYVILLE 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" and the Colleyville Pee Wee Football and Cheerleadin9 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 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 Association league games and/or practices, as described in Exhibit "8" 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 liD". 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 Cotleyville 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 fequests 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 Of practice facility without written consent of the City. This provision includes football camps or clinics. 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 in their entirety. Exhibit "A" Facility Use Agreement Exhibit "8" Facility Requirements Exhibit "C Checklist Requirements V. INOEMINITY 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. 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 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 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 shall 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 facilities. 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 field 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. Fields 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-CISD 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, aU grilling equipment must be removed from the concession building. EXHIBIT "B" COLLEYVILLE PEE WEE FOOTBALL AND CHEERLEADING ASSOCIATION 2003 FIELD USE REQUIREMENTS LOCATION FIELD DATES DAYS TIME Colleyville Middle Football Practice 8/11-11/22 M/T/Th 5:00 p.m.-8:00 p.m. School* Field Colleyville Middle Football Game 9/6-11/22 Saturday 8:00 a.m.-9:00 p.m. School* Field pevine-Colleyville Independent School District Printed Name and Signature era '~ DI.-;:1""6-" 4M City of Colleyvi 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 Colleyville copies of financial statements. o Signed statement of athletic facility policy compliance is enclosed. o Signed waiver of liability is enclosed. o City of Colleyvi/le 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 te/ephone 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 UTLlZA TION 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" 200j, Facilities Use Agreement, 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 and league games, as described in Exhibit "8". B. The term of this Agreement shall be from October 21, 2002 through February 28, 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. 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. II. ASSOCIATION RESPONSIBILITIES 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. 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 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 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. 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 "8" 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 District 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. This Agreement is made an entered into on this the 4~vv1A.. eu.r~ Grapevine-Colleyville Wrestlj Association President/Representative C(~\ D\sL~Y1 City of Colleyvi Recreation Supervisor Printed Name 1U1~~-L ~ /l 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 City 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-C I S D. 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 school 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-CISD 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-Friday 6:00-8:00 p.m. *subject to G-CISD approval ia-LVy{ ~ fJ1 e Grapevine Colleyville Wrestling A sociation Representative Printed Name & Signature &-6..,' l . L.. ~G.... City of Colleyville ecreation Supervisor Printed Name and Signat re 1!~(Ca.Sv-<- Mdf0 ~ City of Colleyville Parks and Recreation Manager Printed Name & Signature EXHIBIT "C" CHECKLIST FOR THE YOUTH SPORTS ASSOCIATIONS USE OF THE CITY ATHLETIC FACILITIES a Application submitted between sixty (60) and ninety (90) days of planned use. a City of Colleyville is named as an additional insured on the Certificate of Insurance. a As mutually agreed, the Association will provide the City of Colleyville a copy of last season's financial statement. a Practice and game schedules are to be submitted to the city as soon as they are finalized. a Signed statement of athletic facility policy compliance is enclosed. a Signed waiver of liability is enclosed. a Equipment needs must be submitted on the initial facility requests (tables, chairs, score-clocks, etc.). a List of Association Board of Directors, duly authorized agents and site supervisor's names and addresses are to be submitted to the City by October 1,2002. a Written report, which includes the total number of participants, including a breakdown of resident and non-resident participants and their addresses by January 4, 2003. CITY OF COLLEYVILLE PARKS AND RECREATION ATHLETIC FACILITIES UTILIZATION AGREEMENT FOR NORTHEAST YOUTH BASKETBALL 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 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 "8" 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 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 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-President, Secretary, Treasurer and a designated Facility 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 prior to 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 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, including a breakdown of resident and non-resident participants and their addresses by January 1, 2003. I. The Association will register teams with Texas Amateur Athletic Federation. J. 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 prepare and submit all requests for the use of G-CISD facilities for practices and games, as identified in Exhibit "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" Facility Use Agreement Exhibit "8" G-CISD Facilities 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 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?~re T}/t)/YJ/f-S /;[4-- ~ __ Association President/Representative Printed Name and Signature e(e.'- OiJ ~r- City of Colle iIIe Recreation Supervisor Printed Name and Signature MfrV~~ )\kW4.~ \J\ ~ - 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 "B." 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 aI/ open hours, keeping people from other parts of the building, circulating among common areas, keeping restrooms wiped down, emptying aI/ trash at the end of the day in school dumpster, sweeping and cleaning gym floor, locking aI/ doors, turning off aI/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 $50 for each visit. 6. The Association will not schedule practices and games during school holidays and staff development days. 7. The Association will not sell any merchandise or concessions without approval from the City. 8. The Association will not enter the facility until their approved practice or game time. EXHIBIT "B" NORTHEAST YOUTH BASKETBALL ASSOCIATION 2002-2003 G-CISD FACILITIES USE REQUIREMENTS The City and G-CISD agree to permit use of the following facilities for scheduling games and/or practices: Bransford Elementary Colleyville Elementary Glenhope Elementary School a.c. Taylor Elementary School Bear Creek Elementary School Colleyville Middle School Heritage Middle School 7Z4- f~TE -rf/OI'YJ/lS Association President/Representative Printed Name and Signature CeCA :5 ;J{$ !.--<.-r> . t:: d7 City of Co yville Recreation Supervisor Printed Name and Signature III ^In . ~ VV\~~ ~~ VC"I~L ~ 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 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 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. 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, 2.003. 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 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 Of 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 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/le. 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 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. 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. INOEMINITY 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 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 20th day of January, 2003. c \ City of Colleyvill ",/ EXHIBIT "A" CITY-OWNED FIELD MAINTENANCE AGREEMENT 1. The Parks and Recreation Department (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 field 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 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. EXHIBIT "B" 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. 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 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 c1osure( 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, 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 "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-Fri 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 Coli eyvill e 2/15 - 5/17 Middle (subject to G-CISD 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 Colleyville Heritage 2/15 - 5/17 High School (subject to G-CISD approval) Mon-Fri 5:00 p.m.-dark Representa I e Printed Name and Signature C( C-- i ~ Or s /. ""'" '" ~ City of Col-eyville Recreation Supervisor prin~ture ~6t\lUl_~~(Y::: City of Colleyville Parks and Recreation Manager Printed Name and Signature EXHIBIT 'lE" 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 Colleyville is named as an additional insured on the Certificate of Insurance, and submitted to the City by February 1, 2003. o Contact person's name, title, address, home and work telephone numbers will submit 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. o Association needs to submit request date 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 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. 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 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 Colleyville Baseball Association (CBA) 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 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 "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 Colleyville Baseball 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. Colleyville Parks and Recreation Department Manager 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. 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. 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. 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 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 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 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 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 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. rl c 1.. #--<A. () City of Colleyvill Recreation Supervisor Printed Nam and Signature fvlb' 'G-. ~ LA",l~ ~../ City of Colleyville Parks and Recreation Manager Printed Name and Signature J~E 7i HIi SS€LL, J~ Association President/Representative Printe 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 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 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 encourage 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 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-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 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 "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 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 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 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 following the end of the current season. 8. The City shall 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 "D" COLLEYVILLE BASEBALL ASSOCIATION Spring 2003 FIELD USE REQUIREMENTS The City of Colleyville agrees to permit use of the following facilities for scheduling games and/or practices: Location Field Usaae Dates DavC 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 *CHHS 1 Practice Field *Subject to Grapevine-Colleyville Independent School District approval -::j;;EE. J-/AS5ELL I JR-. Colleyville Baseball Association Repre ative Prin Name and Signature City Of~:::~~le ~c~e~:;;''';pervisor~te4tand Signature ,/\ n // ~~l~ ~~L~ \}J~ 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. 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 Field dimensions are to be submitted to the City by January 15, 2003 o City of Colleyville 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. o Association'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. CtTY OF COLLEYVtLLE 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- 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 Colleyville Girl's Softball Association (CGSBA) 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 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 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 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 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 shalf 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. 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 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 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 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 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 "8". 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 "8" Closure of Athletic Fields Exhibit "C" Field Requirements Exhibit "0" 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. 's made an entered into on this the 14th day of Januarv. 2003. .----' -7- . Association Preside epre tative Printed Name and Signature ere< If D\~,Lw.-,--~ ~~ City of ColleY\7ll1e Recreation Supervisor Pnnted Name and Signature M6I11?/1 ~ (,.J .q,(X+- 1M ~ L--- 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, 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 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 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 responsibitity 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 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 TIME City Park Fields 1, 2, 3-Games March 22-June 7 Monday-F riday Saturday 5:00-10:00 p.m. 8:00 a.m.-1 0:00 p.m. February 17 -June 6 t:00-9:00 p.m. 5' cD ~p'-. soci . n Representative Printed Name and Signature ~{o.-\ ~S L~01 City of Colleyville Recreation Supervisor Printe Name and Signature /lAmlC#l ~ WIlIlJA.... ~ 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 Colleyville copies of financial statements. o City of Co/leyvi//e 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.