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HomeMy WebLinkAboutPR 17564: EXECUTE CONTRACTS WITH BELLAIRE SOFTBALL LEAGUE FOR USE OF STEPHEN AND ELI STELLY BASEBALL FIELDS CITY OF PORT ARTHUR Parks and Recreation Memorandum To: Floyd T. Johnson, City Manager From: Dr. Albert T. Thigpen, Director of Parks & Recreation Date: February 25, 2013 Re: Adoption of Proposed Resolution No. 17564 Awarding Baseball Field Contracts to Bellaire Softball League for Use of Stephen and Eli Stelly Fields at Cecil Reynolds Park for the 2013 Baseball/Softball Season COMMENT RECOMMENDATION: I recommend that the City Council adopt Proposed Resolution No.17564, authorizing the City Manager to execute two (2) contracts between the City of Port Arthur and the Bellaire Softball League for the use of Stephen and Eli Stelly Fields at Cecil Reynolds Park. BACKGROUND: The baseball leagues provide a healthy source of entertainment and /or competition for the youth, young adults, and senior citizens of Port Arthur. The City of Port Arthur provides priority use of baseball fields by Leagues pursuant to this agreement. The league assists in the maintenance and up -keep of fields during the season. BUDGETARY /FISCAL EFFECT: None EMPLOYEE /STAFF EFFECT: None SUMMARY: I recommend that the City Council adopt Proposed Resolution No.17564, authorizing the City Manager to execute two (2) contracts between the City of Port Arthur and the Bellaire Softball League for the use of Stephen and Eli Stelly Fields at Cecil Reynolds Park. P.R. # 17564 02/25/13 cs RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE TWO (2) CONTRACTS BETWEEN THE CITY OF PORT ARTHUR AND BELLAIRE SOFTBALL LEAGUE ORGANIZATION, FOR THE USE OF STEPHEN AND ELI STELLY BASEBALL FIELDS ON CECIL REYNOLDS PARK. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR TEXAS: THAT the City Council of the City of Port Arthur hereby authorizes the City Manager to execute two (2) contracts between the Bellaire Softball League Organization and the City of Port Arthur for the use of Stephen and Eli Stelly baseball fields, at Cecil Reynolds Park, this spring, a copy of each of said contract is attached as Exhibits "A" and "B ", respectively. THAT a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED THIS day of April A.D., 2013, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: Ayes: Mayor: Councilmembers: • NOES: Mayor ATTEST: City Secretary APPROVED AS TO FORM: ity Attorney .14 APPROVED FOR ADMINISTRATION: City Manager J bireeior - t `arks & Recreation EXHIBIT "A" STATE OF TEXAS COUNTY OF JEFFERSON This is an Agreement between the City of Port Arthur, Texas (referred to in the Agreement as the "City "), and the Port Arthur Bellaire Girls Softball League (referred to in this Agreement as the "League "), for the use of a baseball field, located in Eli Stelly Field, at 4006 - 39th Street, Port Arthur, Texas. The League and the City are collectively referred to as the "Parties ". RECITAL The purpose of this Agreement is to state the terms and conditions under which the League is permitted to use City premises for the purpose of conducting League baseball games only. In consideration of the mutual promises contained in this Agreement, the League and the City agree as follows: I. NATURE OF AGREEMENT A. Each party recognizes that the City has no authority under the law to permit exclusive control of public park property by anyone other than the City. Therefore, this Agreement shall not be construed as giving said control to the League. B. The City agrees to permit the League to use certain facilities for the purpose of conducting baseball games and operating concession stands; the City agrees to be responsible for the performance of certain duties and maintenance of certain facilities described in Exhibit "A ", attached hereto and made a part hereof. C. The League agrees to be responsible for the performance of certain duties and maintenance of certain facilities described in Exhibit "A ", attached hereto and made a part hereof. D. The League agrees to do all things necessary to manage and administer a Little League Baseball program (hereinafter called "said program ") in the City of Port Arthur including, but not limited to, the purchase of necessary equipment, soliciting and obtaining sponsors for teams, if necessary, soliciting and directing managers of teams and leagues, providing officiating personnel and the performance of all other acts necessary to insure that said program is successful. E. The City of Port Arthur does not assume any responsibility for the supervision and administration of said program nor does it assume any liability arising thereunder. F. It is expressly agreed and understood by all parties hereto that the League is an independent contractor in its relationship to the City of Port Arthur. Nothing herein contained at any time or in any manner shall be construed to effect a contract of partnership or joint venture or render any party hereto the employer or master of any other party and/or its employees, agents or representatives. All necessary personnel shall be deemed agents or employees of the League. G. Inasmuch as the facilities are on public property, the League agrees to permit the public to use the fields and stands any time that they are not being used by the League; however, the City agrees that any use of the fields or stands by any person or group other than the League must be approved by the City Manager and the League. No one can use the field after 10:30 p.m. without the approval of the City Manager. H. The League shall not remove any structures constructed by the League that are attached to the premises owned by the City without first notifying the Property Maintenance Director of its intent to do so and obtaining approval. The League shall be responsible for any 2 damage to the premises or to any other property owned by the City as a result of the removal of any structures by the League. II. DURATION OF AGREEMENT This Agreement shall be in force from the date of signing by the parties until July 31, 2013. 111. TERMINATION OF AGREEMENT This agreement may be terminated by either party giving thirty (30) days written notice to the other party of its desire to terminate said Agreement, or said Agreement may be terminated at any time by mutual agreement of the parties. IV. INDEMNIFICATION The League covenants and agrees to indemnify, and does hereby indemnify, hold harmless and defend, the City of Port Arthur, its officers, employees, and agents from and against any and all liability, loss, damages, expenses or claims for injuries to persons or property of whatsoever kind or character, whether real or asserted, arising out of or incident to either or both of the following: (1) the activities of the League, or (2) the operations under or otherwise incident to the provisions of this contract. The League hereby assumes all liability and responsibility for injuries, claims or suits for damages to person or property, of whatever kind or character, whether real or asserted, arising out of or incident to either or both of the following: (1) the activities of the League, or (2) the operations under or otherwise incident to the provisions of this contract. 3 The foregoing indemnification provision shall apply to the League regardless of whether said liability, injury, loss, damage, expenses or claim is caused in part by the City or its officers, employees, or agents. V. PUBLIC LIABILITY INSURANCE The League agrees to procure and maintain in force during the term of this lease and any extension thereof, at its expense, public liability insurance in companies and through brokers approved by the City, adequate to protect against liability for damage claims through public use or arising out of accidents or injuries occurring in or around the described premises, in a minimum amount of $100,000.00 for each person injured, $300,000.00 for any one accident, and $100,000.00 for property damage. The insurance policies shall name the City and its officers, employees and agents as an additional insured. The policies shall be delivered to the City Manager for keeping. The League agrees to obtain a written agreement from the insurers to notify the City in writing at least 30 days prior to cancellation or refusal to renew any of the policies. The League agrees that if the insurance policies are not kept in force during the entire term of this Agreement and any extension thereof, the City may procure the necessary insurance, pay the premium therefor, and the League shall repay the premium to the City the next month following the date on which the premium is paid. VI. If the facilities are not maintained the City reserves the right, at its discretion, to demolish all dilapidated structures and /or repair those structures. Depending on the nature of the repairs, renovations and or demolition, the City reserves the right to charge the League for costs associated with their noncompliance with this agreement. 4 SIGNED IN DUPLICATE ORIGINALS, this the day of April 2013. CITY OF PORT ARTHUR BY: FLOYD T. JOHNSON CITY MANAGER ATTEST: SHERRI BELLARD CITY SECRETARY PORT ARTHUR BELLAIRE GIRLS SOFTBALL LEAGUE BY: PRESIDENT ATTEST: SECRETARY 5 EXHIBIT "A" This Exhibit shall be construed in conjunction with the attached Agreement between the Bellaire Girls Softball League (hereinafter called "League ") and the City of Port Arthur for the use of certain baseball facilities in City parks. ITEM 1 The City agrees to give the League first priority use of a baseball field located in Eli Stelly's Field, located at 4006 39th Street. Port Arthur, Texas, during the months of April to July 31, 2013. ITEM 2 The League shall: 1. Maintain the fields daily by dragging, marking, filling in holes on game days. 2. Operate and maintain concession stands. 3. Maintain and repair any and all structures constructed by the League including dugouts, scoreboards, press boxes, and storage areas. (See existing property inventory prepared by the Parks and Recreation Director and attached and made a part hereof). 4. Maintain litter control. ITEM 3 The City shall: 1. Do major fence repair (if funds are available). 2. Do minor fence repairs. 6 EXHIBIT "A" CONT.: 3. Pay electric bill February through August. Electricity will be cut off September through January. 4. Replace lamps that are burned out. 5. Furnish infield dirt (maximum four (4) loads). 6. Cut outfield grass (upon request) and trim around outside of fences if personnel is available. 7. Furnish portable toilets. 8. Maintain bleachers. ITEM 4 Operation of the concession stand will be managed by the League, and proceeds will be used for their operation. Health permits or approval from the Port Arthur Health Department will be required to sell any foods. ITEM 5 Should the League desire to expand or modify the facilities during the tenure of the contract, the League shall pay the cost of said improvements and notify the Parks and Recreation Director of any such changes. All expansion/additions or modifications must be reviewed and approved by the City of Port Arthur's Inspection Department. ITEM 6 The League will provide a current set of keys for all locks and update as needed to the Parks and Recreation Director. 7 EXHIBIT "A" CONT.: PROPERTY INVENTORY FOR LEAGUE MAINTENANCE Eli Stelly Field 4006 - 39th Street 1 Scoreboard 1 Concession stand with scorekeeper's box 1 Batter's cage 1 Wooden storage building 8 EXHIBIT `B" STATE OF TEXAS COUNTY OF JEFFERSON This is an Agreement between the City of Port Arthur, Texas (referred to in the Agreement as the "City "), and the Port Arthur Bellaire Girls Softball League (referred to in this Agreement as the "League "), for the use of a baseball field, located in Stephen's Field, at 4006 - 39th Street, Port Arthur, Texas. The League and the City are collectively referred to as the "Parties ". RECITAL The purpose of this Agreement is to state the terms and conditions under which the League is permitted to use City premises for the purpose of conducting League baseball games only. In consideration of the mutual promises contained in this Agreement, the League and the City agree as follows: I. NATURE OF AGREEMENT A. Each party recognizes that the City has no authority under the law to permit exclusive control of public park property by anyone other than the City. Therefore, this Agreement shall not be construed as giving said control to the League. B. The City agrees to permit the League to use certain facilities for the purpose of conducting baseball games and operating concession stands; the City agrees to be responsible for the performance of certain duties and maintenance of certain facilities described in Exhibit "A ", attached hereto and made a part hereof. 1 C. The League agrees to be responsible for the performance of certain duties and maintenance of certain facilities described in Exhibit "A ", attached hereto and made a part hereof. D. The League agrees to do all things necessary to manage and administer a Little League Baseball program (hereinafter called "said program ") in the City of Port Arthur including, but not limited to, the purchase of necessary equipment, soliciting and obtaining sponsors for teams, if necessary, soliciting and directing managers of teams and leagues, providing officiating personnel and the performance of all other acts necessary to insure that said program is successful. E. The City of Port Arthur does not assume any responsibility for the supervision and administration of said program nor does it assume any liability arising thereunder. F. It is expressly agreed and understood by all parties hereto that the League is an independent contractor in its relationship to the City of Port Arthur. Nothing herein contained at any time or in any manner shall be construed to effect a contract of partnership or joint venture or render any party hereto the employer or master of any other party and/or its employees, agents or representatives. All necessary personnel shall be deemed agents or employees of the League. G. Inasmuch as the facilities are on public property, the League agrees to permit the public to use the fields and stands any time that they are not being used by the League; however, the City agrees that any use of the fields or stands by any person or group other than the League must be approved by the City Manager. No one can use the field after 10:30 p.m. without the approval of the City Manager. H. The League shall not remove any structures constructed by the League that are attached to the premises owned by the City without first notifying the Director of Parks and Recreation of its intent to do so and obtaining approval. The League shall be responsible for any 2 damage to the premises or to any other property owned by the City as a result of the removal of any structures by the League. II. DURATION OF AGREEMENT This Agreement shall be in force from the date of signing by the parties until July 31, 2013. III. TERMINATION OF AGREEMENT This agreement may be terminated by either party giving thirty (30) days written notice to the other party of its desire to terminate said Agreement, or said Agreement may be terminated at any time by mutual agreement of the parties. IV. INDEMNIFICATION The League covenants and agrees to indemnify, and does hereby indemnify, hold harmless and defend, the City of Port Arthur, its officers, employees, and agents from and against any and all liability, loss, damages, expenses or claims for injuries to persons or property of whatsoever kind or character, whether real or asserted, arising out of or incident to either or both of the following: (1) the activities of the League, or (2) the operations under or otherwise incident to the provisions of this contract. The League hereby assumes all liability and responsibility for injuries, claims or suits for damages to person or property, of whatever kind or character, whether real or asserted, arising out of or incident to either or both of the following: (1) the activities of the League, or (2) the operations under or otherwise incident to the provisions of this contract. 3 The foregoing indemnification provision shall apply to the League regardless of whether said liability, injury, loss, damage, expenses or claim is caused in part by the City or its officers, employees, or agents. V. PUBLIC LIABILITY INSURANCE The League agrees to procure and maintain in force during the term of this lease and any extension thereof, at its expense, public liability insurance in companies and through brokers approved by the City, adequate to protect against liability for damage claims through public use or arising out of accidents or injuries occurring in or around the described premises, in a minimum amount of $100,000.00 for each person injured, $300,000.00 for any one accident, and $100,000.00 for property damage. The insurance policies shall name the City and its officers, employees and agents as an additional insured. The policies shall be delivered to the City Manager for keeping. The League agrees to obtain a written agreement from the insurers to notify the City in writing at least 30 days prior to cancellation or refusal to renew any of the policies. The League agrees that if the insurance policies are not kept in force during the entire term of this Agreement and any extension thereof, the City may procure the necessary insurance, pay the premium therefor, and the League shall repay the premium to the City the next month following the date on which the premium is paid. VI. If the facilities are not maintained the City reserves the right, at its discretion, to demolish all dilapidated structures and /or repair those structures. Depending on the nature of the repairs, renovations and or demolition, the City reserves the right to charge the League for costs associated with their noncompliance with this agreement. 4 SIGNED IN DUPLICATE ORIGINALS, this the day of April 2013. CITY OF PORT ARTHUR BY: CITY MANAGER ATTEST: CITY SECRETARY PORT ARTHUR BELLAIRE GIRLS SOFTBALL LEAGUE BY: PRESIDENT ATTEST: SECRETARY 5 EXHIBIT "A" This Exhibit shall be construed in conjunction with the attached Agreement between the Bellaire Girls Softball League (hereinafter called "League ") and the City of Port Arthur for the use of certain baseball facilities in City parks. ITEM 1 The City agrees to give the League first priority use of a baseball field located in Stephen's Field, located at 4006 39th Street. Port Arthur, Texas, during the months of April 2013 through July 31, 2013. ITEM 2 The League shall: 1. Maintain the fields daily by dragging, marking, filling in holes on game days. 2. Operate and maintain concession stands. 3. Maintain and repair any and all structures constructed by the League including dugouts, scoreboards, press boxes, and storage areas. (See existing property inventory prepared by the Parks and Recreation Director and attached and made a part hereof). 4. Maintain litter control. ITEM 3 The City shall: 1. Do major fence repair (if funds are available). 2. Do minor fence repairs. V III 6 EXHIBIT "A" CONT.: 3. Pay electric bill February through August. Electricity will be cut off September through January. 4. Replace lamps that are burned out. 5. Furnish infield dirt (maximum four (4) loads). 6. Cut outfield grass (upon request) and trim around outside of fences if personnel is available. 7. Furnish portable toilets. 8. Maintain bleachers. ITEM 4 Operation of the concession stand will be managed by the League, and proceeds will be used for their operation. Health permits or approval from the Port Arthur Health Department will be required to sell any foods. ITEM 5 Should the League desire to expand or modify the facilities during the tenure of the contract, the League shall pay the cost of said improvements and notify the Parks and Recreation Director of any such changes. All expansion/additions or modifications must be reviewed and approved by the City of Port Arthur's Inspection Department and the Director of Parks and Recreation. ITEM 6 The League will provide a current set of keys for all locks and update as needed to the Parks and Recreation Director. 7 EXHIBIT "A" CONT.: PROPERTY INVENTORY FOR LEAGUE MAINTENANCE Stephen's Field 4006 - 39th Street 1 Scoreboard 1 Concession stand with scorekeeper's box 1 Batter's cage 1 Wooden storage building 8