HomeMy WebLinkAboutGilroy Little League - Memorandum of Agreement
CITY OF GILROY - GILROY LITTLE LEAGUE
MEMORANDUM OF AGREEMENT
PURPOSE STATEMENT
This Memorandum of Agreement ("MOA") is between the City of Gilroy, a municipal
corporation ("CITY"), and Gilroy Little League ("GLL"), an unincorporated association.
The intent of this MOA is for GLL to provide certain youth baseball programs on certain
sports fields owned by the CITY. Under this MOA, CITY agrees to provide certain
sports fields and certain recreation meeting facilities at specified times subject to
conditions, and GLL agrees to provide organized youth baseball programs in
conformance with National Little League standards, including necessary program
support and administration. This MOA is intended to state the parties' respective roles,
duties and responsibilities, as follows:
1. EQUIPMENT, FIELDS AND FACILITIES TO BE PROVIDED. CITY will provide
the following fields, facilities and equipment to GLL during each "Season,"
defined as February 1 st through July 15th of each year:
a. Baseball fields at the following locations subject to limitations on days and
hours of use:
i. Christmas Hill Park-three (3) fields;
ii. Las Animas Veterans Park-two (2) fields; and
iii. Gilroy Sports Park-three (3) fields;
b. Notwithstanding (a.) above, such fields will be provided except in the case
where facilities are damaged by natural disaster or other unforeseen
circumstances beyond the City's control, or are determined by the City to
be in a dangerous condition.
c. Fields will be provided only during those days and times listed in the
Master Reservation Schedule ("Schedule") for a Season, and only after
approval by CITY as set forth in Section 8 of this MOA.
d. Use of score booths, where available.
e. Use of PA systems, where available.
f. Use of stage areas (limited).
g. Lighting for night play at all fields.
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h. Access to, and maintenance of, park restrooms during normal park hours.
i. Use of power to outlets, where available and in accordance with game
schedules to be provided by GLL and approved by City.
J. Use of snack shack at Gilroy Sports Park only for selling, serving, or
distributing food, provided GLL obtains the necessary health permits, City
licenses and/or approvals.
2. GLL PROGRAM AND SCHEDULING DUTIES. GLL shall:
a. Manage all GLL program activities, including but not limited to promotion,
recruitment, registration, volunteers, coaches, parents, employees,
contractors, and provision of insurance.
b. Maintain open lines of communications with CITY on reservations,
scheduling, complaints, park maintenance, vandalism, and promptly
respond to City's requests for any information regarding any matter
pertaining to this MOA.
c. Submit to CITY a preliminary Season schedule by December 1 st for the
following Season, followed by a final detailed Master Schedule by March
1st, for CITY's approval. .
3. LIMITED EXCLUSIVE USE. GLL acknowledges that it is sharing public multi-
use CITY facilities; GLL will not have the exclusive use of an entire public facility,
although it will have exclusive use of specific ball fields for specific times as listed
on the approved Master Reservation Schedule.
4. OTHER EVENTS. This MOA does not apply to or include any events or activities
co-sponsored by GLL and any entities other than CITY (such as for-profit
vendors, instructors, other little league organizations, schools), occurring on
CITY facilities. Any such event or activity (such as, tournaments, banquets, car
shows, signage removal, fundraisers, and et cetera), shall require a separate
application to, and approval by, CITY, and may require additional insurance
coverage, releases, and/or fees for additional services such as attendants,
security, portable toilets, and other CITY requirements. Notwithstanding the
above, this MOA does include: 1) baseball clinics organized by GLL solely for the
benefit of GLL participants, which may include GLL's hiring of outside instructors,
and subject to field availability; and 2) post-Season baseball games and
practices sanctioned by GLL, Little League District 59, and/or Little League
Baseball, Incorporated, subject to field availability and prior approval by City.
5. FACILITIES COSTS.
a. CITY will provide GLL with ball field facilities as set forth in Section 1 at no
cost to GLL.
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b. GLL shall reimburse CITY for 100% of CITY's electricity costs for ball field
lighting attributable to GLL's use, based on PG&E billing, within twenty
(20) days of invoicing by CITY.
c. During the Season, GLL shall provide, maintain and pay 100% of the
costs of the following:
i. Portable toilets, for Opening Ceremonies and other special events
involving large crowds of people, as required by CITY;
ii. Home run/outfield fencing, which shall be assembled by GLL, and
disassembled and stored by GLL at the end of the Season;
iii. Any signage GLL chooses to install, and only upon CITY's prior
written approval of sign content, size and placement.
6. GLL'S RESPONSIBILITY FOR DAMAGES. When using CITY facilities for GLL
activities covered under this MOA, GLL shall reimburse CITY for facilities and
equipment (including lost keys), that are damaged, destroyed, lost or stolen as a
direct result of the use, misuse, act or omission of such facility or equipment by
GLL or GLL's officers, board members, contractors or baseball participants,
(except for damage due to reasonable wear and tear), within twenty (20) days
after being billed by CITY.
7. COMMUNICATIONS, CONTACTS, AND SCHEDULING. Prior to each Season,
CITY and GLL will designate in writing a primary and secondary contact for
reservations, maintenance, improvements, complaints, and the like, who can be
contacted during the Season, including after hours and on weekends. The points
of contact for the 2011 Season are the following:
For City of Gilroy:
Primary: Name:
Title:
Bus.Address:
Work Phone:
Weekend Phone:
Email:
Secondary: Name:
Title:
Bus.Address:
Work Phone:
Weekend Phone:
Email:
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Veronica Torrez
Recreation Coordinator
7351 Rosanna Street, Gilroy
(408) 846-0216
(408) 846-0350 (COM dispatch)
Veronica. T orrez@ci.gilroy.ca.us
Bill Headley
Park Supervisor
7351 Rosanna Street, Gilroy
(408) 846-0283
(408) 846-0350 (COM dispatch)
Bill. Headley@ci.gilroy.ca.us
CITY-GLL MOA 3
For Gilroy Little League:
Primary:
Name:
Title:
Address:
Home phone:
Cell phone:
Email:
Christie Miranda i'\.. 1:' -r-
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Secondary: Name:
Title:
Address:
Home phone:
Cell phone:
Email:
Gregl1Ferns/q F) /) D 'A.:: 0
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8. Master Reservation Schedule.
a. Prior to GLL's use of any facility subject to this MOA, the Master
Reservation Schedule must be submitted to CITY for approval. Once
approved by CITY, the Schedule is deemed incorporated into this MOA by
reference. GLL shall submit to CITY its final proposed Master Schedule
by no later than March 1st of each Season.
b. GLL shall make best efforts to request Schedule changes as early as
possible. Any GLL Schedule changes for games or events that may
require lights and electrical support must be made no later than 48 hours
prior to the requested date change. Any requested changes after the final
Schedule is approved is in CITY's sole discretion.
9. Rosters. Prior to the beginning of each Season, GLL shall provide CITY with a
written roster of GLL board members, staff and active volunteers, including
names, addresses and telephone numbers for each.
10. Meetings and After-Hour Communication. Every effort shall be made to
schedule meetings between CITY and GLL during regular CITY working hours.
Necessary contacts for after-hour communications shall be established each
season for emergencies and special problems. This shall include each party's
notification to the other of facility and program problems.
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11. Park Use Problems. GLL shall promptly inform the appropriate CITY staff and
primary point of contact of any damage, vandalism, graffiti, maintenance
problems, park use issues, injuries and any complaints regarding CITY facilities.
12. Field Maintenance.
a. Standards and procedures for ball field preparation and maintenance:
CITY will maintain the ball fields and related park facilities to CITY's
normal maintenance safety standards. Although CITY maintenance staff
will make some efforts to knock down significant gopher or ground squirrel
mounds prior to grass mowing, GLL shall be ultimately responsible for
preparing the infield and determining that all infield and outfield areas are
safe at time of game play.
b. Training: GLL agrees to participate in CITY training regarding facility use
and field maintenance and preparation.
C. Pre-Season Maintenance: CITY and GLL agree to develop a shared, field-
specific maintenance schedule for pre-season maintenance. Two-way
communication about all maintenance activity shall by observed by both
parties.
d. CITY will provide GLL with CITY's maintenance schedule for each facility
subject to this MOA.
e. Additional Site Maintenance. GLL may perform additional ball field or
facility maintenance, over and above what is provided by CITY, but only
with the prior written approval of CITY regarding the maintenance to be
done, the labor to be provided, and the products and materials to be used
(including but not limited to fertilizers). CITY may condition approval of
such additional maintenance on additional requirements, including but not
limited to, supplemental insurance, releases and waivers from volunteers,
business or contractor licenses, vendor approval, and approved written
agreements.
13. OUTFIELD FENCES.
a. GLL agrees to periodically trim grass off base of outfield fences. GLL
agrees to provide CITY with supplemental anchor covers for field fencing
for emergency replacements.
b. No materials shall be placed on outfield fences that block grass irrigation.
C. GLL assumes responsibility for maintenance of anchor covers and anchor
turf location when outfield fences are removed.
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d. GLL agrees to contract with City approved vendors with appropriate
licenses and insurance.
e. Fence Assembly and Removal - GLL shall assemble/install the outfield
fences no more than two weeks prior to the beginning of the Season. No
later than two weeks after the last field use of the Season, but not later
than July 15th, GLL shall disassemble and store the outfield fences.
14. PORTABLE TOILETS.
a. When portable toilets are required, GLL will contract with a CITY-approved
vendor with appropriate licenses and insurance.
b. GLL will provide the CITY with the contact information of the approved and
contracted vendor, a maintenance service schedule, vandalism reports,
vandalism response plan and approved delivery and removal dates.
C. GLL will supervise the proper placement of portable toilets, at locations to
be determined and directed by CITY.
15. OTHER VENDORS AND SERVICES. GLL agrees to contract with only CITY-
approved vendors, agents and contractors (such as food concessions), which
comply with CITY license, insurance, and other CITY requirements.
16. FACILITY IMPROVEMENTS. When requesting facility changes and/or
improvements, GLL shall follow all standard CITY design development
processes, which may include pre-design review, the CITY's Technical Advisory
Committee (liT AC") review, planning, engineering, building and fire marshal
review.
17. INSURANCE.
a. At no cost to CITY, GLL shall obtain and maintain throughout the term of
this MOA and any amendment thereto Comprehensive Liability Insurance,
with a minimum combined single limit coverage of $1,000,000 per
occurrence for all damages due to bodily injury, sickness or disease, or
death to any person, and damage to property, including the loss of use
thereof. Such insurance shall name the City of Gilroy, its officers, and
employees, as additional insureds, and shall require thirty (30) days
written notice to the City of Gilroy of policy lapse or cancellation, or of a
material change in policy terms. As a condition precedent to CITY's
obligations under this MOA, GLL shall furnish CITY with evidence of such
insurance coverage, prior to the start of each Season.
b. If GLL has employees who will provide services related to this MOA, then
GLL will provide CITY with proof of Worker's Compensation insurance, as
required by California Labor Code S 3700 et seq.
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C. GLL shall ensure that all contractors, vendors, suppliers and other sub-
organizations engaged by GLL to provide services at or to any facility
covered under this MOA shall be licensed and insured, and such
insurance shall name the City of Gilroy, its officers, and employees, as
additional insureds.
18. SECURITY.
A. CITY will issue the necessary keys to GLL.
B. GLL will be fully responsible for door key/padlocks control.
C. GLL shall return issued keys at the end of each Season.
D. GLL agrees not to copy CITY keys, and to return keys from past GLL board
members, volunteers, field maintenance employees, and any other person in
GLL who has a key.
E. CITY will issue necessary alarm codes to GLL President and GLL designees.
F. GLL shall provide the CITY with a list of GLL alarm code holders.
G. GLL shall be responsible for alarm code control.
H. CITY shall change the GLL specific alarm code annually. Additional alarm
changes may incur a fee.
I. GLL shall reimburse the CITY for any excessive false alarm fees received from
public safety related to GLL use.
J. GLL shall conduct background checks on coaches and umpires prior to each
Season, and prior to each Season, GLL shall provide the CITY with a letter on
GLL letterhead, signed by a GLL officer, notifying the CITY that such background
checks have been completed.
K. Vehicles of program participants (field maintenance persons, coaches, referees,
contractors and volunteers), may only park on baseball fields or infield areas as
necessary for temporary loading and unloading. At all other times, they must
park in designated facility parking areas.
19. ADVERTISING.
a. Advertising related to the activities covered by this MOA may include
posting and distribution of signs, flyers, posters, announcements,
newspaper articles, internet and social media posting, and banners.
b. All flyers and signage to be posted on CITY property must be submitted to
CITY for its prior approval as to content, size, and posting location at least
five (5) CITY business days prior to posting.
C. All advertisements for GLLlCITY sponsored events taking place on CITY
facilities that are to be published (either in written or electronic media),
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must be submitted to CITY for its prior approval as to content, size, and
advertising media at least five (5) CITY business days prior to publication.
d. Permanent and long term signage, such as sponsor signs, flyers, banners
and field signs, must be submitted to CITY for its prior approval as to
content, size, and posting location at least five (5) CITY business days
prior to posting.
e. All care and maintenance of GLL signage shall be the responsibility of
GLL. GLL shall promptly remove temporary flyers, and shall promptly
repair, replace or remove damaged or vandalized signs.
20. CONDUCT. Conduct of GLL officials, participants, spectators, volunteers,
coaches, employees, vendors and parents during facility use shall adhere to the
published GLL Code of Conduct, a copy of which shall be filed with CITY.
21. MOA TERM AND TERMINATION.
A. This MOA shall be reviewed and mutually agreed upon annually in writing prior to
the anniversary date of the MOA.
B. Any changes to this MOA shall require the written approval of both parties.
C. Either party may terminate this MOA with or without cause. If GLL terminates
without cause, it shall give CITY no less than 30 days' prior notice. If CITY
terminates without cause, it shall give GLL at least 60 days' prior notice, but
once a Season has begun, the termination shall not be effective until the end of
the Season.
D. Notice of termination shall be sent to the CITY Recreation Director or designee,
and to the President of GLL or designee, as well as the primary point of contacts
for each organization.
GILROY LITTLE LEAGUE
(to be signed by two cu rent GLL officers)
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ATTEST:
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Approved as to form:
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Linda A. Callon
City Attorney
BY:
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Date: 1!U4U
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Return to:
City of Gilroy
Recreation Department
7351 Rosanna Street
Gilroy, CA 95020
(408) 846-0460
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