Loading...
HomeMy WebLinkAboutItem 02 - Grapevine Youth WrestlingConsider approval of a facilities utilization agreement with Grapevine Youth Wrestling 01/09/06 The parties to this agreement are the City of Grapevine, Texas, herein called "CITY',. and the ,� Grapevine Youth Wrestling, herein called "GYW". •'AND IN CONSIDERATION -. - agree • wa City agrees to provide facilities for GYW at GCISD facilities herein called "Premises" in accordance with the terms of this agreement. As GYW schedules allow, those facilities may be used forpractice purposes during the season dates specified herein. Facility requirements; and dates for spring/summer and fall seasons shall be provided by GYW to the CITY at least 30 calendar days prior to the commencement of activity associated with that season (i.e. player signups, tryouts). Actual facility use schedules of games and tournaments shall be provided to the CITY at least 30 calendar days prior to the commencement of preseason tournaments and regular season games. Failure to do so may result in premises not being ready for the commencement of play. Both CITY and GYW acknowledge that these premises are available to CITY via the joint use agreement and provided for the benefit of all GYW participants. CITY shall maintain final approval over the use of premises at all times. Under the terms of this agreement, CITY permits GYW the use of premises for the provision of wrestling practice, matches, tournaments and clinics that is structured and Tade available to GYW participants. •III LM -07W.1161 The season(s) of this agreement shall be 0 spring/summer 0 summer 0 fall 0 winter'. Usage of the premises sh• • generally notbegin before 1/ p.m. on -- c. /1 a.m. on •- and 1/ a.m. (excluding approved tournaments) on Sundays. Date Season Location October ® July(Pending Availability) Fall/Spring/Summer Grapevine High School Tuesday & Thursday 7:00 P:M. - 8:30 P.M. GYW agrees expand - -s, length of - - play,.f -tournaments nor _.• I seasons without prior approval of CITY. All scheduling of facilities for practices, matches or tournaments by GYW must be approved through the CITY's Athletic Division of the Parks and Recreation Department. Non-scheduled league* play within established league play schedu* les is not permitted without prior CITY approval. Each season,the CITY shall provide • GYW a list of approved practice facilities 01/09/06 This agreement must be renewed on an annual basis in January of each year, with GYW having the right of first refusal to enter into a new agreement. Either party must request changes in the agreemen" 60 days prior to the renewal date. Written notification by the CITY must be provided to the President of GYW at their residence. Written notification by GYW must be provided to the Director of Parks and Recreation at P. O. Box 95104, Grapevine, Texas, 76099. In the event CITY or GYW terminates this agreement, GYW will remove its own movable equipment which is not of a. permanent nature upon non -renewal of this agreement within thirty (30) days. IV. ASSIGNMENT GYW shall not assign this agreement nor shall it rent out any of the PREMISES or other city property without prior written consent of the CITY. Any request for assignment or rental made by any third party to GYW shall be referred to the Athletics Division of the Parks and Recreation Department. GYW may host tournaments under this agreement provided: 1 . CITY must approve use and date of tournaments. Forty-five (45) days notice is required for tournaments. Tournament requests must be submitted in writing to the Athletics Supervisor. 2. All appropriate tournament fees shall be paid to CITY if city staff, equipment or supplies are utilized to prepare the fields for tournament play. 3. Litter control and restroorn maintenance shall be the responsibility of GYW to host tournaments without fees to the CITY. 4. GYW shall be responsible for damage to PREMISES resulting from said tournament. 5. Refer to Exhibit C for additional tournament information VI. UNLAWFUL ACTIVITIES GYWshall not engage in any activities on the PREMISES which are in violation of any existing state, federal, local law or use the PREMISES in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. VII. PERMISSION FOR INSTALLATION, CONSTRUCTION OR MAINTENANCE GYW shall submit to the Director of Parks and Recreation or his designee any proposal to install, construct or modify temporary or permanent structures, signs, equipment or other related items prior to the commencement of any work. All communication regarding maintenance and/or field improvements may only be submitted. with the association's president's approval. All applicable city codes must be followed. Approval of the proposal shall rest solely with CITY. Permanent structures shall become the property of CITY. GYW shall indemnify and hold harmless CITY, its agents, officials and employees and any umpire or official, from any and all claims for bodily injury, illness, death, personal injury or property damagc,r 061 01/09/06 arising out of the activities of GYW and its members in connection with activities conducted under this -1greement. Insofar as permitted by law, the City of Grapevine shall indemnify and hold harmless the GYW, its agents, officials and employees and any umpire or official from any and all claims' for bodily injury, illness, death, personal injury or property damage arising out of the -negligence of its officers, agents, servants or employees. Nothing contained herein shall be construed to limit or waive any governmental or sovereign immunity of the City of Grapevine or any immunities applicable to its officers, agents, servants or employees, nor shall it be construed to limit or waive any insurance coverage or the CITY's status as an additional named insured as provided in paragraph XII of this agreement. I GYW shall submit to the City of Grapevine's Athletic Division a current copy of rules and regulation's charters, constitution and by-laws. of GYW. Names, addresses and phone numbers of all officers and board members of GYW shall be submitted to the Athletic Division within two weeks after election or appointment. GYW shall also submit the following information within two weeks of signing or renewing this agreement: 1 A copy of a general liability insurance policy, naming the CITY as additional insured, in an amount of at least one million dollars ($1,000,000) with such policy designed to cover the cost of defense and of liability for injuries suffered by competitors in the organized athletic activity. 2. A copy of the previous year's fiscal operation audit. 3. A proposed operating budget for the upcoming calendar year. 6. The schedule and location of GYW Board of Directors meetings. 7. Schedule of names and contact numbers of on site representatives during the season. 8. Policies and procedures for dealing with medical emergencies and hazardous weather conditions. CITY shall submit to GYW the names and telephone numbers of appropriate staff for contact in the case of emergency, service requests or questions upon signing or renewing. this agreement. CITY staff and GYW shall meet in December of each year to discuss and prioritize improvements to PREMISES for consideration as a pending budget request for the next fiscal year. The Project Scoring Matrix is due at.the December Youth Sports Association meeting. The President and/or a representative of the Board shall attend the quarterly meetings of CITY's Youth Sports Association. GYW representatives shall appear before the CITY's Parks and Recreation Advisory Board during the month of July for the purpose of making an annual presentation that minimally addresses the following: 1. Purpose of Association 2. The number of Grapevine children served in program. 3. Fees charged for participation and a breakdown of how, those fees are spent by the Association. 0 01/09/06 4. Presentation of financial statement. 5. Service issues faced in the last year and how they were resolved. 6. Upcoming issues and recommendations for resolution. 7. Identification of current and incoming Board of Directors, 8. Number of coaches receiving certification training versus the total number of coaches in program. 9. The number of scholarships offered to underprivileged youth. 10. GYW shall maintain records of all customer service inquiries or complaints including their nature: name, address, and telephone number of customer; disposition of inquiry or complaint. Said records shall be filed with the Parks and Recreation Advisory Board as a part of GYW's annual report. GYW shall provide a packet with the above information to the Athletic Superviso*r by July 1, 2006, so that this information will be included in the Park Board Agenda Packets in July. kgpg�Rl GYW shall maintain in effect a general liability insurance policy, naming the City as additional insured, in an amount of at least one million dollars ($1,000,000) with such policy designed to cover the cost of defense and of liability for injuries suffered by competitors in the organized athletic activity and product liability. GYW agrees to make insurance documents available to the CITY as part of this agreement. GYW agrees to procure insurance to cover 'accident medical expenses for all players. This insurance benefit will be designed to pay the excess of any expenses payable'by other valid and collectible insurance to an insured person for an injury caused by a covered accident. GYW agrees to stop practice by 8:30 P.M. on Tuesdays and Thursdays. Special circumstances for weekend tournament play may be negotiated with city staff. GYW agrees to provide a league, representative on-site at each GYW organized league or tournament game held on the premises. That representative shall serve as the liaison with CITY staff on emergency maintenance needs, identification of general maintenance needs affecting future games, completion of accident/incident reports, decision making regarding hazardous conditions including weather and conflict resolution between program participants, coaches, umpires and parents. XIV. EXHIBITS The CITY and GYW agree that the exhibits attached to this agreement are incorporated into this agreement as if set out in their entirety. Exhibits included are: ��*O .011 dMIIIIII LIVA F.11 I ON 11:4 1! F.111 0 Lei = :14:1011111="33 2:1 0 01/09/06 3. EXHIBIT C - BUDJET SCORING MATRII The CITY reserves the right to utilize the PREMISES when GYW activities are not scheduled. If GYW violates any term of this agreement CITY may find Association in default and terminate the agreement. Any termination will be made with a thirty (30) day notice. GYW shall have the right to resolve the pertinent issues to the satisfaction of the Director of Parks and Recreation within ten (10) days. GYW shall have the right to appeal any termination of this agreement to the City Manager if a cure cannot be achieved. This agreement is made and entered into on the day of 2006 ,ITTEST: 10111 kw X41 V: 2 " 0 CITY ATTORNEY DIRECTOR OF PARKS & RECREATIOT W 01/09/06 EXAIBIT "A" AD The City of Grapevine Parks and Recreation Department realizes the importance of weekend athletic tournaments. These events, which are supported by the City Council, have a major impact on the local economy; as well as providing a revenue source for the GYW. Our goal is to ensure that all scheduled tournaments are. completed in a satisfactory fashion. However, due to budget restrictions, the supplies provided for those tournaments need to be used efficiently. The following policy and procedures will be followed during bad -weather days. Tournament Priority: Invitational Tournaments (Priority #1) • Involves two or more teams, which do not play regularly scheduled games with GYW • Requires forty-five (45) days written notice • Costs for litter removal and restroom cleaning will be charged to GYW Fund Raiser Tournaments (Priority #2) • Requires forty-five (45) days written notice • Costs for litter removal and restroom cleaning will be charged to GYW League Tournaments (Priority #3) • Involves only teams who play regularly scheduled games with GYW • Requires Thirty (30) days written notice 1-M 01/09/06 EXHIBIT "B" P.O Items found to be damaged, nonworking or unsafe should be reported immediately to the Ath . letic Division of the Department at (817) 410-3476. The Athletic Division will complete a written maintenance request form and transmit for review and processing to the appropriate maintenance division. The Athletic Division may be contacted from 8:00 a.m. to 5:00 p.m., Monday through Friday. Weekend Emergencies: Emergencies that occur after 6:00 p.m. Friday and prior to 8:00 a.m. Monday and that severely impact facility usage, restroom operation or safety hazards should be forwarded to the Department's after hours emergency telephone numbers. A list of emergency telephone numbers has been provided. When calling the emergency after hours phone numbers please provide the following information: 1. Name of individual 2. Phone number that this individual can be reached 3. Location 4. Facility identification 5. Specific problem ,)Park supervisor will immediately be contacted and respond appropriately. NOTES: • Please do not attempt to repair or service GCISD equipment and facilities. • Restrict public access from the area of any problem identified. • Report vandalism or graffiti immediately. • CITY shall request the use of the restroom facilities through the Facility Services Department at GCISD. VA Dec 01 05 03:48p p.2 DEC -DI -2005 THU 04:45 PM K & K FAX NO. 2604595220 F. ul P.2 i 1.1 19 CERTIFICATEINSURANCE 1198225 /OZ/Os PRODUCER THIS CERTIFit ATE IS! -SUED AS A MATTER OF IWFORMATX* ONLY K 6 E Zasuzance Group, ZAC. 173.2 Magnavox Wax P.O. Boat 2338 AND CONFER CERTIFICATE COVERACIE At NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS ODES HOT AMEND. EXTEND OR ALTER THE FORDED BY TME POLICIES BELOW. Fort Wayne, In 36801 COM PANES AFFORDING COVERAGE INSURED USA 3RRESTY.0 rs, USA WRBSTLnm STATE ASSOC 61SSALEHMAN DRIVE WRZSMXNG CLUBS COMPANY LETTER GREAT AM>SRxCADi ASSURANCE COMPA COMPANY B LETTER t R COMPANY C R COLORADO SPRINGS, CO 60918 COVERAGES THIS LS TO GERM THAT THE POLXAM OF INSURANCE LISTED SELOW HAVE SEEN 6SUE1 TO TINE INSURED NAMED A80VE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REOWREM 47. TGRM OR 0014011VO U OF ANY C WTRACT OR OTNER DOCUMENT W714 RESPECT TO w WHICH THIS CERTIFICATE MAY BE ISSUBO OR MAY PERTAIN. THE INSURANCE AFFORDED THE POLICIES DESCRIED HEREIN IS SUBJECT TO, ALL THE TERMS, EXIILUSIONB ANDCONDITID" OF SUCH POUCI ES. LAM SHOWN MAY HAI 9fe" REDUCED 8Y PAW CLAMS. LTR TYPE OF PMRANCE TE PkVDD" 7)AT Exymim am" LIM(TS 0n j 12:0Im 3 2:02AM Affimsw 3 A ® . GwmmLioaw mOD568880503 9/0I/0S 9/01/06 PmdddwC-*QP6AWftM9 s 2000 ®Cwk"&ftde®Owx. 3A4wwMM9Mi2 3 2000 3 2000 ommess os Prat. F eW000•cMr�M) s aoa I Ezpn,.. tA.ra. Mwon,► i Lsp.l Laelua 3 A e Lid My Anlr wlo Ca. s ' as ownea w Gales : HInxI jar0 Elc«r ciat�ly CJ s Enaft L"WAV ommras [�OOsaPMIax1 btm s 3 sr8' C S� t S EmIlAod" PMY+n' (1+IbFGIY - i Diftm,%w Lim/ S E �M ftimmwMWW s EaaKs Maaiwl ; i X DESCWTKSN OF OP![RILTIONSII GAT ES1RCStRIGTOONSP3PEdAL ITS CLUB: GRAPEVIM YOUTH WRESTLING (GYW) EPP DATE. 11/30/05 SXNC#2236 L0CAT7W-, GRAPSV3XE, TX COMFICATISHOUWAl TON GRAPEVINE RIGH SCAOOI. CTTY `OF GRAPEVINE' SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED B FORTE THE EXPIRATION DATE THEREOF. THE ISStIM COW WY INU.L ENDEAVOR TO MAR __U_ DAYS YIIRITTEN HOT CE TO THE CERTIFRSATE MOLDER NAMED TO X%XL TO: LEON IMM THE LENT. fJLn FALURE TO MAIL SUCH NOTICE SHALL NOSE 3012 RISLI MW LASS GPJUW1'IJB, TX 16051 NO OBUGA OR. LIABL(TY OF ANY lqNQ {UPON THE COMPANY. ITS 4GENTS OR REP ATIVW t,:FS>;OR¢ED� ATNE a