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HomeMy WebLinkAbout09-54 . . Resolution No. 09-54 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH THE ELGIN CLASSIC LITTLE LEAGUE FOR FIELD USAGE AT WING PARK BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,that Olufemi Folarin,City Manager, and Diane Robertson,City Clerk,be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with the Elgin Classic Little League for field usage at Wing Park,a copy of which is attached hereto and made a part hereof by reference. s/ Ed Schock Ed Schock, Mayor Presented: March 4, 2009 Adopted: March 4, 2009 Omnibus Vote: Yeas: 5 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk • AGREEMENT THIS AGREEMENT is hereby made and entered into this yam' day of , 2009 between the CITY OF ELGIN,ILLINOIS,a municipal corporation(hereinafter referred to as"City"), and ELGIN CLASSIC LITTLE LEAGUE an Illinois not-for-profit corporation(hereinafter referred to as "League"). WHEREAS,City is the owner of the park property located at 1000 Wing Street on which is located baseball playing fields hereinafter referred to as "Fields" suitable for activities of the League; and, WHEREAS, League desires to continue the use of said playing Fields for its various activities of organized recreation; and WHEREAS, it is to the mutual advantage of both parties that there be a clear understanding of the privileges and responsibilities of each party; NOW THEREFORE, in consideration of the mutual promises and covenants contained herein,the sufficiency of which is hereby mutually acknowledged, the parties hereto hereby agree as follows: Section 1. Nothing in this agreement shall divest the City of its ownership or absolute right of control in and of the various parcels of real estate which maybe affected by this agreement. While certain functions with regard to maintenance of grounds and operation of activities on the property may be assigned to League by this agreement, it is understood that no alterations to buildings or grounds shall be made without the express written consent of the City. Notwithstanding any other provision of this agreement or any other actions of the parties hereto it is agreed and understood that the City shall at all times continue to be the absolute owner of the real estate and any and all buildings, structures or improvements existing or to be constructed thereon. Section 2. League shall have the use of the fields for its scheduled games. It is understood that League shall have exclusive use of the fields with proper permits during such scheduled games and practices,but that said fields shall be considered open to the public by Athletic Facility Reservation Permit only at all other times in accordance with general City park regulations. Section 3. League agrees to provide City with complete schedules of its intended use of park facilities for games and practices at least 30 days prior to any scheduled game or practice. City shall have the right to review and approve said schedule before its acceptance and before permits may be issued. Section 4. Maintenance of the turf, fences, infields, lights, backstops and structures shall be the exclusive responsibility and at the sole cost of League. League agrees that the Fields and the improvements thereon shall be erected and maintained at all times in a safe and good physical condition, and in conformance with all requirements of the Elgin Municipal Code, 1976, as 1 F:\Recreation\Youth Sports Groups Contracts\Elgin Classic Little League revised.doc amended. The City shall have sole discretion regarding the quality of the construction and maintenance of the Field and the improvements thereon. Upon written notice by the City,through its Parks Superintendent, stating in general terms how and in what manner maintenance is required, League shall be required to perform such maintenance. If League fails to do so,then the City shall have the right to perform such maintenance,the entire cost of which shall be borne solely by League. League covenants and agrees to reimburse the City for any such maintenance and/or restoration. League shall, at its own responsibility and expense, obtain and keep in effect all licenses, bonds, permits and approvals necessary for the installation, maintenance and use of the Fields and the improvements thereon. Section 5. League has provided certain building structures on City owned lands for use as concession stands,washrooms,meeting and storage facilities. It is understood that these structures are attached to the real estate and have thereby become the property of the City. The parties agree that the ownership of these structures rests entirely with the City. It is agreed that the concession and storage facilities shall be for the exclusive occupancy and use of League during the term of this agreement. Maintenance and repair of washroom facilities and these structures shall be the exclusive responsibility and at the sole cost of the League. Any and all liability arising out of the negligent or reckless maintenance or repair of such facilities and structures, or failure to maintain or repair such facilities and structures shall rest entirely with the League. Section 6. League has caused to be erected certain light poles and fixtures for the purpose of lighting the ball fields for night games. It is understood that these lights and poles are attached to the real estate and have thereby become the property of the City. League agrees that it is bound by the general rules and ordinances governing the closing times of City Parks,and that any use of the fields for night games which may extend beyond the normal closing time of the park may only be for games previously scheduled,pursuant to Section 3 of this Agreement. City may grant permission to other groups or organizations to use the light poles and fixtures for evening and night activities during times which League is not using the fields in cooperation with Leagues. The League shall replace and otherwise maintain the light poles and fixtures. In the event that the City,in cooperation with the League,permits other groups or organizations to utilize the Fields, said other users shall be responsible for any damages and/or repairs resulting from said other groups' or organizations' use thereof. Section 7. City agrees to assume the costs of water service for the structures and fixtures related to maintenance of the fields. City agrees to pay all costs related to providing and maintaining gas and electrical service, if charged, to the structures referred to in said Section 5 above. Section 8. League agrees that it shall undertake and be responsible for repairs to buildings and grounds in order to keep them suitable for League activities. City shall review all repair work before and after its execution to ensure the need,quality and cost of said repairs. All repairs must conform to the requirements of all applicable codes. League shall bear any and all liability for any failure to maintain such buildings and grounds or for any negligent or reckless maintenance of such buildings and grounds. Section 9. League agrees that no alterations shall be made to any buildings or structures without the 2 F:\Recreation\Youth Sports Groups Contracts\Elgin Classic Little League revised.doc prior express written consent of City. Section 10. All costs related to the maintenance and repair of fences on the premise shall be borne exclusively by League in accordance with the provisions of Section 4. League agrees that no new fence shall be installed, nor any existing fence modified or relocated, without the express written consent of City. Section 11. The parties agree that no alterations to above ground plumbing within the buildings nor alterations to water or sewer lines underground shall be undertaken without first having complete plans for such work reviewed and approved by the City Department of Public Works. League agrees that no such work shall be undertaken without appropriate permits from the City. The cost of repairs to plumbing within the buildings shall be born exclusively by League. The cost of repairs to underground water and sewer lines shall be the responsibility of City. Section 12. League agrees that all requests for assistance from the City shall be made through the Parks Superintendent. The Parks Superintendent shall be the liaison for resolution of any problems related to the administration of this Agreement. Section 13. It is the intention of the parties to encourage the use of the park facilities to host post- season League tournament and All-Star tournament play. League agrees to provide City with notice of the intended use of the park facilities to host such tournaments as soon as practicable after the determination is made. League further agrees to provide City with complete schedules of the tournament play as soon as they are available. Such schedules shall be subject to the City's review and approval. Section 14. League shall provide reduced or waived registration fees to certain individuals based on need. The degree and amount of such assistance shall be at League's discretion. League shall provide such information as may be required by City in an annual end-of-season report,which report shall include,but not be limited to, information detailing numbers of individuals to whom reduced program fees or other assistance was provided, the amounts provided by such assistance and the criteria used to establish which individuals received such scholarship assistance. Section 15. Outside vendors shall not be allowed on the park premises during scheduled League games or practices except by the express written consent of League and City,and in accordance with all applicable ordinances and statutes. City shall have the exclusive right to authorize outside vendors during any period in which League is not scheduled to use the facilities pursuant to this agreement or other written agreement with City. Section 16. League shall provide sufficient insurance coverage for the structures and facilities on site, and for any League property that is stored or utilized in said structures or facilities or on site. League shall provide the City with a Certificate of Insurance indicating such coverage on an annual basis. Review of insurance for the upcoming season shall take place prior to that season pending the City's review of its policies. Section 17. League shall provide, at no cost to the City, a certificate of general liability insurance 3 F:\Recreation\Youth Sports Groups Contracts\Elgin Classic Little League revised.doc naming the City as a primary, non-contributory co-insured with limits of not less than One Million Dollars ($1,000,000) combined single limit per occurrence for bodily injury, personal injury and property damage with a general aggregate limit of not less than Two Million Dollars($2,000,000). Such certificate shall provide that the insurance shall not be terminated or renewed for any reason without thirty(30)days advanced written notice to the City. Such insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the City. There shall be endorsement or modification of such insurance to make it excess over other available insurance; alternatively,if such insurance states that it is excess or pro rata,it shall be endorsed to be primary with respect to the City. Section 18. League shall agree that League shall receive signed waivers,which have been approved by City Legal Department, from all participants and players releasing City of all liabilities prior the use of the facilities, on an annual basis. Section 19. League agrees that League shall have all coaches and managers submit to and pass a criminal history background investigation prior to volunteering with League. Section 20. This agreement constitutes the sole agreement between the parties hereto. There are no other agreements, either oral or implied between the parties hereto. Section 21. This agreement shall be binding upon and inure to the benefit of League and its successors, but this Agreement cannot be assigned. Section 22. This agreement shall terminate on December 31,2013, unless otherwise terminated as provided for herein. Either party hereto may terminate this agreement for any or no reason upon thirty (30) days written notice to the other party, or upon an uncured material breach of this Agreement upon five (5) days written notice. Section 23. The terms of this agreement shall be severable. In the event any of the terms or provisions of this agreement are deemed to be void or otherwise unenforceable for any reason, the remainder of this agreement shall remain in full force and effect. Section 24. This agreement shall be subject to and governed by the laws of the State of Illinois. The venue for the resolution of any disputes or the enforcement of any rights arising out of or in connection with this agreement shall be in the Circuit Court of Kane County, Illinois. Section 25. This agreement shall not be construed as constituting a joint venture, partnership, employment or other agency relationship of any kind between the parties hereto. Section 26. League shall comply with all applicable federal,state and local laws. Failure to comply with this Section shall constitute a material breach of this agreement, and shall entitle City to terminate this agreement as provided for herein without penalty to City. Section 27. League shall be solely and strictly liable for the acts or omissions of League, its volunteers, officers, members, agents, employees, independent contractors, guests, patrons and 4 F:\Recreation\Youth Sports Groups Contracts\Elgin Classic Little League revised.doc invitees. To the fullest extent permitted by law,League shall indemnify, defend and hold harmless the City,its officers,employees,agents,boards and commissions,from and against any and all suits, claims, causes of action, judgments, costs, attorney's fees, damages, expenses or other relief on account of injury or damages to persons or property, sustained or claimed to have been sustained by anyone whosoever,by reason of or arising from the performance of this Agreement or the operation, use, possession or occupation of the Field or the improvements thereon, whether such use is authorized or not, or by reason of or arising from any act or omission of League, its volunteers, officers,members, agents, employees, guests,patrons, or invitees. League shall pay for any and all damage to the property of the City, or theft of such property, done or caused by any such person. In the event of any action against the City, its officials, officers, employees, attorneys, agents,boards and commissions covered by the foregoing duty to indemnify,defend and hold harmless, such action shall be defended by legal counsel of City's choosing, the costs of which shall be paid by League. The provisions of this paragraph shall survive any expiration or termination of this Agreement. Section 28. Any grants or other monies provided by the City to the League shall be expended by the League only and solely for the purposes as prescribed by the City and pursuant to any further additional rules, restrictions or regulations as may be imposed by the City with respect to any such grant or monies. Nothing herein shall require the City to provide the League any specified amount of a grant or monies. IN WITNESS WHEREOF, the City of Elgin, Illinois has caused this Agreement to be signed and executed in its behalf by its City Manager and duly attested by its City Clerk, and League has caused this Agreement to be signed and executed in its behalf by its President and its Vice President both in duplicate, the day and year first above written. CITY OF ELGIN, a municipal corporation 411 Fe - • :rin City Man..er Attest: . AA • �.-1111 City Clerk League: rC»N C,tASSILeo e Ill-in flan of youth league) •J! President611 'Ir�rl' m Vice President 5 C:\Documents and Settings\mgaripay\Local Settings\Temporary Internet Files\Content.IE5\5BV7XHWE\EIgin_Classic_Little_League[1]doc fey' r•Aft• J. r.,. • February 5, 2009 TO: Mayor and Members of the City Council FROM: Olufemi Folarin, City Manager Randy Reopelle, Parks and Recreation Director SUBJECT: Youth Sports Agreement PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider approval of a field usage agreement with each of the eight youth sport organizations. RECOMMENDATION It is recommended that the City Council approve an agreement with each of the eight youth sport organizations. BACKGROUND The current agreement with each of the youth sport organizations expired on December 31, 2008. For numerous years, the City has entered into an agreement with these not-for-profit, youth serving organizations to allow them to conduct their activities on City property. The organizations that fall under these agreements are: Elgin American Little League, Elgin National Little League, Elgin Continental Little League, Elgin Classic Little League, Elgin Babe Ruth Teener League, Elgin Youth Football League, Elgin Kickers Soccer Club, and American Legion Post 57 Baseball. The highlights of the agreement are as follows: • The City maintains ownership of all the properties. • The Leagues shall have use of the properties for their scheduled games. • Maintenance of the property and facilities is at the sole cost to the leagues. • All improvements or alterations to the properties or facilities must be approved by the City. • Any improvements to these properties or facilities become the property of the City. • The City agrees to assume the cost of water, electric and gas. • Leagues shall provide sufficient insurance coverage for the structures and facilities on site and for any property stored in the structures or facilities. . . Youth Sports Agreement February 5, 2009 Page 2 • Leagues shall provide general liability insurance naming the City as primary, non- contributory co-insured with limits of not less than one million dollars for bodily injury, personal injury and property damage with a general aggregate limit of not less than two million dollars. • Leagues agree that all coaches and managers submit to and pass a criminal history background investigation prior to volunteering with league. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Elgin American Little League, American Legion Post 57 Baseball, Elgin Classic Little League, Babe Ruth Teener League, Elgin Youth Football, Elgin Continental Little League, Elgin National Little League, Elgin Kickers. FINANCIAL IMPACT The 2008 utilities expense was approximately $40,000 and is budgeted in the General Fund, Public Works, Park Maintenance utility accounts. LEGAL IMPACT None ALTERNATIVES 1. The City Council may choose to approve an agreement with each of the eight youth sport organizations. 2. The City Council may choose not to approve an agreement with each of the eight youth sport organizations. Respectfully submitted for Council consideration. mc attachment ,Ac OF F'C. `r 4, `12 City of Elgin Memorandum Date: March 6, 2009 To: Maria Cumpata, Recreation and Facilities Superintendent From: Jennifer Quinton, Deputy City Clerk Subject: Resolution Nos. 09-52 through 09-59, Regarding the field usage agreements with various organizations for 2009 Enclosed please find the above referenced agreement. Please distribute to the appropriate parties and if needed, retain a copy for your records. If you have any questions please feel free to contact our office 847-931-5660 and we will do our best to assist you. Thank you.