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HomeMy WebLinkAbout25-63 Resolution No. 25-63 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH ELGIN NATIONAL LITTLE LEAGUE FOR FIELD USAGE AT ELGIN NATIONAL LITTLE LEAGUE (709 Summit Street) BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute an Agreement on behalf of the City of Elgin with Elgin National Little League for field usage at Elgin National Little League located at 709 Summit Street, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: March 26, 2025 Adopted: March 26, 2025 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/ Kimberly Dewis Kimberly Dewis, City Clerk AGREEMENT THIS AGREEMENT is hereby made and entered into this 26th day of March , 2025 between the CITY OF ELGIN, ILLINOIS, a municipal corporation (hereinafter referred to as "City"), and Elgin National Little League, an Illinois not-for-profit corporation (hereinafter referred to as"League"). WHEREAS, City is the owner of property commonly known as Elgin National Little League located at 709 Summit Street on which are located playing fields hereinafter referred to as"Fields"suitable for activities of 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 may be 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 the League shall have exclusive use of fields with proper permits during such scheduled games and practices approved by the City pursuant to Section 3 herein,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 when agreed upon with City staff. Section 3. League shall provide City with complete schedules of its intended use of Fields and park facilities for games and practices at least thirty(30) days prior to any scheduled game or practice. City shall have the right to review said schedule, and said schedule is subject to approval of the City, in its sole discretion. Section 4. Maintenance of the turf,fences,infields,lights,backstops and structures shall be the exclusive responsibility at the sole cost of League. League agrees that the Fields and improvements thereon shall 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 amended. The City shall have sole discretion regarding the quality of the construction and maintenance of the Fields and the improvements thereon.Upon written notice by the City,through its Parks and Recreation Department,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 the full amount of 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 and affixed to the real estate and have thereby become and are the property of the City. The parties agree that ownership of these structures rests entirely and exclusively 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 the aforementioned structures shall bethe exclusive responsibility of 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 shall be responsible for and pay the costs of water service for the structures and fixtures related to maintenance of the Fields and 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 2 without the 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 Parks and Recreation Department. 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. All communications to the City from the League shall be made exclusively to the Director of the City's Parks and Recreation Department or the Director's designee, who 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. Use of the park facilities is subject to any prior scheduled use.The schedules referenced in this section 13 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 the 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 be responsible for any League property that is stored or utilized in the structures or facilities or on site. Section 17. League shall provide a certificate of insurance evidencing general liability insurance with limits not less than $1,000,000 per occurrence for bodily injury, personal injury and property damage. The certificate of insurance shall name the City of Elgin as additional 3 insured and state the coverage is primary and non-contributory to any y insurance carried by the City of Elgin. Section 18. League shall secure signed waivers,which have been approved by City's Legal Department, from all participants and players releasing City of all liabilities prior to 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, 2030, 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. League hereby irrevocably consents to the jurisdiction of the Circuit Court of Kane County,Illinois for the enforcement of any rights, the resolution of any disputes and/or for the purposes of any lawsuit brought pursuant to this agreement or the subject matter thereof; and League agrees that service by first class U.S. mail to the entity and address provided for herein shall constitute effective service. League hereby waives any and all rights to a jury. 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 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, attomey's fees,damages,expenses or other relief 4 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. Section 29. League shall provide a seasonal report, in person,to the Parks and Recreation Advisory Board in the fall of each year. Said date of presentation shall be determined by the Parks and Recreation Advisory Board and communicated to League no less than two months in advance. Section 30. The League covenants and agrees that it will not permit or suffer any lien to be put upon or arise or accrue against said Premises in favor of any person or persons, individual or corporate, furnishings either labor or material in any work herein proposed, and the League further covenants and agrees to hold the City and said Premises free from any and all liens or rights or claims of lien which may or might arise or accrue under or be based upon any mechanic's lien law,so called, of the State of Illinois,now in force or hereafter to be enacted. All contracts and agreements that may be made by the League relating to any work herein proposed, shall expressly state that the interest of the City in and to said Premises shall be wholly free from and not subject to any lien or claims of any contractor, subcontractor, mechanic, material man or laborer,whether based upon any law or regulation of the State of Illinois, or any other authority, now in force or hereafter to be enacted,and the League also hereby covenants and agrees that it will not enter into any contract for such work which shall not in express terms contain the aforesaid provision. Section 31. It is agreed and understood by the parties hereto that no special duties or obligations to any third party are intended nor shall be deemed or construed to be created by this agreement. It is further agreed and understood that this agreement is not intended nor shall be construed to alter,limit,or constitute a waiver of any of the civil immunities afforded the League and/or the City and/or its officials, officers, employees and/or agents pursuant to the Local Governmental and Governmental Employees Tort Immunity Act at 745 ILCS 10/1-101 et seq., as amended,and/or otherwise provided by law,it being agreed that all of the civil immunities set forth in such Act,as amended,and/or as otherwise provided by law shall fully apply to any claims asserted or which might asserted against the League and/or the City and/or its respective officials, 5 officers, employees and/or agents as a result of this agreement, the League's use, operation and/or maintenance of the Premises or any actions of the parties pursuant to this agreement. Notwithstanding anything to the contrary in this agreement,it is agreed and understood that no third party beneficiaries are intended or shall be construed to be created by the provisions of this agreement.The provisions of this section shall survive any expiration and/or termination of this agreement. $ection 32. This Agreement may be executed in counterparts, each of which shall be an original and all of which shall constitute one and the same agreement. This Agreement may be executed electronically,and any signed copy of this Agreement transmitted by facsimile machine, email, or other electronic means shall be treated in all manners and respects as an original document. The signature of any party on a copy of this Agreement transmitted by facsimile machine, email, or other electronic means shall be considered for these purposes an original signature and shall have the same legal effect as an original signature. 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 LGIN,a municipal corporation Richard G.Kozal City Manager tt t: City Clerk ELGIN NATIONAL LITTLE LEAGUE, not-for-profit corporation President Vie sid Legal Dept\Agteement\Blgin National Little League Age 2025-Clean-13-25.docx 6