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HomeMy WebLinkAboutItem 15 - Grapevine Youth Athletic AssociationsITFM 1P I is MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ROGER NELSON, CITY MANAGE MEETING DATE: JANUARY 15, 2002 SUBJECT: CONSIDER AGREEMENTS WITH THE GRAPEVINE YOUTH ATHLETIC ASSOCIATIONS FOR THE USE OF CITY OWNED/LEASED FACILITIES FOR THEIR ACTIVITIES RECOMMENDATION: The Parks & Recreation Advisory Board and staff recommend the City Council approve agreements with the Grapevine Baseball Association, Grapevine Girls Softball Association, Grapevine-Southlake Soccer Association and the Grapevine Pee Wee Football Association for the use of athletic facilities in Grapevine. BACKGROUND: The City of Grapevine does not currently have written agreements with co-sponsored youth athletic associations for the use of City owned or leased facilities in Grapevine. The City does have an Athletic Facilities Policy that covers athletic field availability and reservations. The City also has a Co -Sponsored Association Policy that covers specific sport seasons and the requirements to be a co-sponsored association in the City of Grapevine. In an effort to improve communications between the City and co-sponsored youth athletic associations, staff developed a Youth Sports Association consisting of representatives from each of the co-sponsored associations and Parks & Recreation Department staff. The Youth Sports Association meets quarterly and discusses a wide variety of items including maintenance of the athletic fields, league and tournament schedules and improvements at the facilities. The proposed Facilities Utilization Agreements are another communication tool that spells out responsibilities at the facilities. They specify dates for league play and tournaments and for maintenance on the fields. The agreements also designate the contact persons for each entity and require the associations to carry insurance and have the City of Grapevine as a co-insured on the policy. January 10, 2002 (9:46AM) All the agreements are basically the same with the exception of the actual facilities utilized. The exception is that the Soccer Association agreement requires the association to pay the City of Grapevine $5 per participant per season as a field maintenance fee. The City of Southlake is assessing a similar fee for all participants. The Grapevine-Southlake Soccer Association has approximately 2,000 participants of which 40% are Grapevine residents. A sample copy of the Grapevi ne-South lake Soccer Association agreement is attached for review. The Parks and Recreation Advisory Board first reviewed the proposed agreement at the January 18, 2001 meeting. Staff made modifications to the agreement based upon comments made at that meeting. The Board approved the agreement at the November 15, 2001 meeting. Also, the City Attorney has reviewed and approved the agreement, RM January 10, 2002 (9:47AM) 01/04/02 FACILITIES UTILIZATION AGREEMENT The parties to this agreement are the City of Grapevine, Texas, herein called "CITY", and the Grapevi ne/South lake Soccer Association, herein called "GSSA". FOR AND IN CONSIDERATION of the mutual undertakings herein set out, the parties agree as follows, I. PREMISES City agrees to provide game fields for GSSA at Oak Grove Park and Meadowmere Park herein called "Premises" in accordance with the terms of this agreement. As GSSA schedules allow, those fields may be used for practice purposes during the season dates specified herein. Field requirements, and dates for spring/summer and fall seasons shall be provided by GSSA to the CITY at least 30 calendar days prior to the commencement of activity associated with that season (i.e. player signups, tryouts). Actual field 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 GSSA acknowledge that these premises are owned by CITY and provided for the benefit of all GSSA participants. CITY shall maintain final approval over the use of premises at all times. Under the terms of this agreement, CITY permits GSSA the use of premises for the provision of soccer practice, leagues and tournaments that is structured and made available to all applicable residents, 11. SEASONS AND HOURS The season(s) of this agreement shall be ❑ spring/summer ❑ summer ❑ fall ❑ winter. Usage of the premises should generally not begin before 4:00 p.m. on weekdays, 8:00 a.m. on Saturdays and 11:00 a.m. (excluding approved tournaments) on Sundays. Because of the importance for giving turf areas adequate rejuvenation time and to enable CITY to perform periodic special maintenance, the "Premises" shall be available to GSSA on a high, modified and no/low activity level basis as follows: Date Season Location Last full weekend in February Spring/Summer Oak Grove until the third full weekend in June Monday following 3' full weekend in Summer Oak Grove June until the 1St full weekend of September 1 Level 2 am No Activity 01/04/02 Monday following 1St full weekend in Fall Oak Grove Modified* eptember until the Vt full weekend in ftecember Monday following 1St full weekend in Winter Oak Grove No Activity December through the Friday preceding last full weekend in February Define Level High — All fields used for activity Modified — Up to half the fields dedicated for maintenance upgrades No Activity — All fields closed for maintenance — some fields for approved uses *see attached Park Maintenance Schedule for field closures & scope of maintenance No organized play, nor reserved use of athletic fields, shall occur from the Monday following the first full weekend in December until the Friday preceding the last full weekend in February with the exception of carried over games resulting from weather delays during the fall season. The provision of special services after the first full weekend in December for carried over games shall be at the Association's expense. CITY and GSSA agree that the athletic fields located at Oak Grove Park shall be closed for the performance of general field maintenance during the periods of: The Monday following the first full 'reekend of December until the Friday preceding the last full weekend of February and the Monday c lollowing the third full weekend in June until the first full weekend of September. CITY shall post signage at each field identifying that the field has been closed for general maintenance. GSSA agrees not to expand schedules, length of league play, number of tournaments nor add seasons without prior approval of CITY. All scheduling of fields for practices, games or tournaments by GSSA must be approved through the CITY's Athletic Division of the Parks and Recreation Department. Non- scheduled league play within established league play schedules is not permitted without prior CITY approval. This agreement must be renewed on an annual basis in January of each year, with GSSA having the right of first refusal to enter into a new agreement. Either party must request changes in the agreement 60 days prior to the renewal date. Written notification by the CITY must be provided to the President of GSSA at their residence. Written notification by GSSA must be provided to the Director of Parks and Recreation at P. O. Box 95104, Grapevine, Texas, 76099. In the event CITY or GSSA terminates this agreement, GSSA will remove its own movable equipment (Exhibit E) which is not of a permanent nature upon non -renewal of this agreement within thirty (30) days. 2 01/04/02 IV. ASSIGNMENT GSSA 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 GSSA shall be referred to the Athletics Division of the Parks and Recreation Department. V. TOURNAMENTS GSSA may host tournaments under this agreement provided: 1. CITY must approve use and date of tournaments. Sixty (60) 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. Field preparation, litter control and restroom maintenance shall be the responsibility of GSSA to host tournaments without fees to the CITY. 4. GSSA shall be responsible for damage to PREMISES resulting from said tournament. VI. UNLAWFUL ACTIVITIES GSSA shall not engage in any activities on the PREMISES which are in violation of any existing state, federal, local law or use the PREMISES in such a manner as to constitute any hindrance for other park patrons engaged in lawful activities. VII. PERMISSION FOR INSTALLATION OR CONSTRUCTION GSSA 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 applicable city codes must be followed. Approval of the proposal shall rest solely with CITY. Permanent structures shall become the property of CITY. VIII. INDEMNITY GSSA 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 damage arising out of the activities of GSSA and its members in connection with activities conducted under this agreement. Insofar as permitted by law, the City of Grapevine shall indemnify and hold harmless the GSSA, 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 X11 of this agreement. 01/04/02 IX. CONCESSIONS All concession operations must have licensed pest control contracts in place during the term of this contract. The City shall provide that service. All food or drink prepared, served, sold or stored shall be done so in strict conformity with all city, county, state and federal law. It shall be the City's responsibility to coordinate all health inspections and licensing for their concession operations. Within ten calendar days of the conclusion of each season, GSSA shall clean and turn off all concession and air conditioning equipment and all related storage rooms. The City will conduct a walk- through inspection at the end of each season. Should GSSA desire to store concession related equipment in the concession operation area during off-season periods, it shall be GSSA's responsibility to remove and store equipment when facility repairs, maintenance or improvements are to be made. CITY shall inform GSSA of planned repairs, maintenance or improvements. A minimum of five (5) days notice shall be given upon consulting with Facility Services Department to schedule projects before the commencement of work. Emergency repairs will be handled as quickly as possible with contact with GSSA being made in a reasonable time. All storerooms are to be maintained in a clean and accessible condition throughout the season. Spot spections will be made at random. X. DOCUMENTS AND OFFICERS GSSA shall submit to the City of Grapevine's Athletic Division a current copy of rules and regulations, charters, constitution and by-laws of GSSA. Names, addresses and phone numbers of all officers and board members of GSSA shall be submitted to the Athletic Division within two weeks after election or appointment. GSSA 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. 4. The schedule and location of GSSA Board of Directors meetings. 5. Schedule of names and contact numbers of on site field representatives during the season. 6. Policies and procedures for dealing with medical emergencies and hazardous weather conditions. CITY shall submit to GSSA 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. .a I`d 01/04/02 XI. COMMUNICATIONS CITY staff and GSSA 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 March Youth Sports Association meeting. The President and/or a representative of the Board shall attend the quarterly meetings of CITY's Youth Sports Association. GSSA 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. 1 Fees charged for participation and a breakdown of how those fees are spent by the Association. 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. GSSA 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 GSSA's annual report. GSSA 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. GSSA agrees to make insurance documents available to the CITY as part of this agreement. GSSA 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. XIII. LIMIT ON HOURS OF PLAY GSSA agrees to stop play by 11:00 p.m. on weekdays. Special circumstances for weekend tournament play may be negotiated with city staff. No full inning, quarter or half should begin past 01/04/02 10:30 p.m. with the exception of approved tournament play. 09 XIV. ON SITE LEAGUE REPRESENTATIVE GSSA agrees to provide a league representative on-site at each GSSA 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. XV. FIELD MAINTENANCE FEE Beginning fall 2002, GSSA agrees to pay the City a field maintenance fee or an equal amount in improvements at the soccer complex assessed at a per season rate of $5.00 per GSSA participant multiplied by the percentage of total league games in a season played on City of Grapevine fields. The fee is due to the Grapevine Parks and Recreation Department within (3) weeks after completion of each seasonal registration. LAV151• The CITY and GSSA agree that the exhibits attached to this agreement are incorporated into this greement as if set out in their entirety. Exhibits included are: 1. EXHIBIT A - MAINTENANCE STANDARDS FOR PREMISES 2. EXHIBIT B - FIELD INSPECTION\CLOSURE GUIDELINES FOR LEAGUE PLAY 3. EXHIBIT C - ATHLETIC TOURNAMENT POLICIES 4. EXHIBIT D - MAINTENANCE REQUEST PROCEDURES 5. EXHIBIT E - PROJECT SCORING MATRIX XVII. SCHEDULING The CITY reserves the right to utilize the PREMISES when GSSA activities are not scheduled, XVIII. DEFAULT If GSSA 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. GSSA shall have the right to resolve the pertinent issues to the satisfaction of the Director of Parks and Recreation within ten (10) days. GSSA shall have the right to appeal any termination of this agreement to the City Manager if a cure cannot be achieved. I 01/04/02 This agreement is made and entered into on the day of 2001 ATTEST: CITY SECRETARY CITY ATTORNEY wmcrellw.,.� CITY MANAGER OF GRAPEVINE, TEXAS PRESIDENT OF GSSA 7 low MIA Low 0 EXAMPLE EXHIBIT "A" MAINTENANCE STANDARDS FOR PREMISES 1. CITY shall maintain quality turf areas to include mowing, weed control, fertilizing and herbicide spraying as allowed by budget. 2. The CITY shall mark all lines. 3. The CITY shall maintain all bleachers in a safe and secure condition. 4. The CITY shall provide and maintain all area and field lighting systems. 5. The CITY shall be responsible for the maintenance of all irrigation systems on the fields. 6. The CITY shall be responsible for the maintenance of adjacent park irrigation systems and the watering of non -athletic turf areas. 7. The City shall maintain the restrooms in a safe and sanitary condition during approved season(s). 11-8. GSSA shall be responsible for daily game day collection of all lifter on their fields. GSSA will encourage collection of lifter in the bleachers, concession stands and adjacent grounds. All litter shall be placed in the receptacles provided by the CITY. The CITY shall provide pick up for these receptacles. 9. GSSA shall be prohibited from performing any maintenance to any turf or infield areas, without permission from the CITY. 10. GSSA shall ensure that all secured areas remain locked and/or locked at the completion of each activity. 11. Restrooms will be opened by CITY for use as of the last full weekend in February until the third full weekend in June. They will be locked down for the winter months effective Monday following 1't full weekend in December until the Friday preceding the last full weekend in February. CITY will provide restroom -cleaning services as needed per week during approved seasons. CITY will provide clean restrooms at the beginning of play Monday -Friday. CITY shall clean restrooms and re -lock restroom doors. GSSA shall be responsible for opening restrooms prior to games and closing/locking doors at the completion of games each day, 12. GSSA will only use athletic field lights necessary for the fields in use. When play concludes on any field for the night, the lights will be turned off. Athletic lights will not be turned on before dusk unless atmospheric conditions create a condition necessitating lights for safe use of the fields. N. 01/04/02 13, Association members using CITY equipment for weekend field preparation must be approved for such operation by the Director of Parks and Recreation or his designee following their completior, of appropriate training as conducted by city staff. The cost of repairs to city equipment damaged from weekend use by Association members shall be paid to CITY by GSSA. 0 01/04/02 0 EXAMPLE EXHIBIT "B" FIELD INSPECTION\CLOSURE GUIDELINES FOR LEAGUE PLAY Reasons for Athletic Field Closure or Postponement 1. Raining at game time. 2. Playing field too wet. 3. Athletic Fields need to be closed in the interest of participant safety and/or preservation of good playing surfaces. 4. Renovation or construction conditions exist, CITY Procedures for Athletic Field Closures (Weekdays) 1. The Parks and Recreation Department representative will take responsibility for making decision based upon field condition or weather. 2. After games have begun and inclement weather becomes a factor, the referees and/or GSSA officials shall follow the same guidelines for deciding cancellation or postponement. CITY staff shall contact associations for rain out events. Each association shall then post them on telephone rain out lines as of 4:00 p.m. Monday through Friday for Association members to contact regarding field conditions and their playability. (Weekends) 1. Inspect Athletic Fields by 2:00 p.m. on Friday. CITY will advise GSSA if, in the CITY'S opinion, the field conditions are questionable for weekend use. 2. City and Association shall be responsible for determining the playability of fields for weekend league play. Fields damaged from weekend league play may not be available for weekday league use the following week until repairs can be completed. CITY Staff Guidelines for Implementation 1. The primary responsibility, within the Park Maintenance staff, for making field closure decisions rests with the Athletic Maintenance Supervisor responsible for athletic field maintenance. 2. In the Athletic Maintenance Supervisor's absence, the Athletic Supervisor shall make the decision concerning Athletic Field Closures. 10 01/04/02 3. In the absence of both the Athletic Maintenance Supervisor and the Athletic Supervisor, a person designated by the Parks Supt. shall make decisions concerning athletic field closures. NOTIFICATIONS 1. The appropriate GSSA on site field representative has the responsibility to notify the GSSA and the participants about the field closure decision for weekend games only. 2. The GSSA will place notification of field conditions on the "field condition" phone line (817-481- 0447) by 4:00 p.m. on weekdays and 9:00 a.m. on weekends when activities are scheduled. 3. The maintenance crews will require a minimum of 72 hours prior notice of rescheduled games by GSSA. 4. Gates will be locked and field closed signs will be posted upon decision to close fields. 11 01/04/02 49 EXAMPLE EXHIBIT "C" ATHLETIC TOURNAMENT POLICY & PROCEDURES MANUAL 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 GSSA. Our goal is to ensure that all scheduled tournaments are completed in a satisfactory fashion. However, due to weather and budget restrictions, the maintenance and supplies provided for those tournaments need to be used efficiently. The following policy and procedures will be followed during inclement weather. Tournament Priority: GSSA sponsored invitational tournaments will carry a priority 1 service rating. These tournaments affect some out-of-town teams and a majority of metroplex teams. If the fields can be made playable within 5 hours of the rain delay, two Park Maintenance staff will be available to assist the GSSA tournament staff in preparing the fields. Tournaments postponed due to inclement weather may be rescheduled with the approval of the Parks and Recreation Department. Association may designate a maximum of three tournament dates as a Priority 1 service level. The tournaments must meet the requirements listed in #1. 2. GSSA league tournaments will carry a priority 2 service level rating. Maintenance for weekend activities is not a budgeted item. GSSA shall be responsible for field maintenance for these tournaments. 3. Facility rental tournaments will be cancelled and rescheduled if possible. Determination of Field PlayaUfty Priority 1 tournaments: The Athletic Supervisor, Athletic Maintenance Supervisor or an on-call designate will make the decision. This decision will include input from the association tournament representative. 2. Priority 2 tournaments: The local association representative will determine if the tournament should be played or cancelled and notify City representative. Weekend only. 3. Rental tournaments: The Athletic Supervisor or Athletic Program Coordinator will determine if the tournament should be played or cancelled. Staff, Equipment and Supply Usage 12 01/04/02 1. GSSA sponsored Priority 1 tournaments: The association's tournament staff or volunteers will perform the maintenance. GSSA members that have been approved to use city equipment may do so. 2. GSSA league tournaments: If association uses city equipment to prepare fields for a tournament or during a rain delay, they will be held responsible for any damages to the equipment that might occur. Trying to play a tournament at all -costs can create field maintenance problems that could affect the next week's league play. Associations should use caution when this situation arises. Damaged fields may not be available for play the following week until repairs can be completed. 13 01/04/02 0 EXHIBIT "D" MAINTENANCE REQUEST PROCEDURES Items found to be damaged, nonworking or unsafe should be reported immediately to the Athletic 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 athletic field usage, concession or restroom operation or are safety hazards should be forwarded to the Department's after hours emergency telephone numbers. A list of emergency telephone\beeper 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. Park location 4. Facility or field identification 5. Specific problem A park supervisor will immediately be paged and respond appropriately. NOTES: * Please do not attempt to repair or service city equipment and facilities. * Restrict public access from the area of any problem identified. * Report vandalism or graffiti immediately. * Storage of materials and supplies should be a minimum of 3' away from electrical panels. 14 01/04/02 Season Service Activity Month Spring/Summer Aerify all fields March Fertilize all fields April Fertilize all fields May Fertilize & aerify all fields June Apply MSMA for grassy weeds April Water as needed Mow once per week or as needed Light top dressing of outfields as needed Apply clay to infields as needed Fall Aerify & fertilize August Fertilize October Over seed with winter rye grass October Mow once per week or as needed Water as needed Apply clay to infields, top dress outfields as needed Rest 8/1-11/15 Winter Major top dressing All dates for maintenance activities are approximate, and can be moved forward or back depending on Parks Departmental needs. 15