HomeMy WebLinkAboutJohn Echevarria and Robert Sanchez-2012-22 GRAND TERRACE COMMUNITY SOCCER CLUB
Facility Use Agreement
It is desire of the City of Grand Terrace ("City") that all patrons who periodically use
a City building, room, land, park, area, or other City property (the "Facility") are able
to enjoy the Facility. This agreement has been set in place to achieve that goal.
The person signing this agreement and the organization on whose behalf the Facility
rental is being made (collectively the "Renter") are responsible for compliance with
this agreement. All Renters are required to read and sign the Facility Use
Agreement as part of the rental. Please read carefully, fill out Facility, Renter, and
event sections, initial at the bottom of each page, and sign in the signature page at
the end of this document.
1. FACILITY INFORMATION
Name of Facility: Rollins Park Field/Snack Bar and Terrace Middle School Fields
* See attached map for field/snack bar areas - Exhibit B *
Address/Area/Location of Facility: 22735 DeBerry Street, Grand Terrace
2. RENTER INFORMATION
Contact name: John Echevarria, President / Robert Sanchez, Vice President
Tel.: League 951-715-2200 John-909-553-1035 Robert-909-709-7372
Organization: Grand Terrace Community Soccer Club
Address: 22421 Barton Road #274 Grand Terrace
3. EVENT INFORMATION
Description of event: Soccer Season 2012-2013— Games and Practice
Date(s) of event: Aua 6, 2012 - Feb 2, 2013 Estimated attendance: 700
Start time (incl. set up) see below* End time (incl. clean up) see below*
* Monday— Friday 5— 9 pm Saturday Barn— 5pm *
Open to the public? Yes No Will minors be present? Yes i No
Admission fee charged? Yes o Will there be music? Yes No
Will food be served? et4 No Will food be sold? C 'e No
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4. CONDITIONS OF USE
A. RESERVATIONS
1. Renters desirous of a Facility should make reservations well in advance of the
intended date of use because demand for facilities is high and dates fill
quickly.
2. A Facility is not considered rented until (1) Renter delivers to the City the
Facility Use Agreement, rental fee, deposit, certificate of insurance, written
evidence of permits and licenses, and any other items deemed necessary by
the City; and (2) the City, in its sole discretion, approves such rental in writing.
3. A person who is at least eighteen (18) years of age must sign this agreement.
4. Renter shall provide the City Manager or his/her designee with a single
contact who is to serve as the representative for Renter's activities.
5. Renter shall be responsible for securing all required permits and licenses.
6. The facility shall be used for the purpose stated in this agreement and no
other use will be permitted.
7. Renter shall not use the City's name to suggest endorsement or sponsorship
of the event without prior written approval of the City Manager or his/her
designee. Renter's publicity of the event shall clearly and accurately identify
the name of the sponsoring organization or individual.
8. Renter shall permit any City officers, employees, or agents to visit the event
described in this agreement.
9. Under no circumstances shall Renter sublease or allow any other
organization or individual to use the Facility for the period for which Renter
has contracted. Renter is an independent contractor and not the agent or
employee of the City.
B. FEES
1. The City may require a rental tee and/or a deposit from Renter. Fees
charged shall be in accordance with the City's Facility Use Policy. All fees
due from a prior year(s) shall be paid in full before a new Facility Use
Agreement will be approved by the Renter Applicant.
C. INDEMNIFICATION AND INSURANCE
1. Renter shall indemnify, defend, and hold harmless, its officers, employees,
and agents from any and all losses, costs, expenses, claims, liabilities,
actions, or damages, including liability for injuries to any person or persons or
damage to property arising at any time during and/or arising out of or in any
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way connected with Renter's use or occupancy of the Facility and adjoining
property, unless solely caused by the gross negligence or willful misconduct
of City, its officers, employees, or agents.
2. Renter shall procure and maintain general liability insurance against any and
all losses, costs, expenses, claims, liabilities, actions, or damages, including
liability for injuries to any person or persons or damage to property arising at
any time during and/or arising out of or in any way connected with Renter's
use or occupancy of City's facilities and adjoining property in the amount of
$1,000,000 (one million dollars) per occurrence. Such insurance shall name
the City of Grand Terrace, its officers, employees, and agents as additional
insureds prior to the rental date of the Facility. Renter shall file certificates of
such insurance with the City, which shall be endorsed to provide thirty (30)
days notice to the City of cancellation or any change of coverage or limits. If
a copy of the insurance certificate is not on file prior to the event, the City may
deny access to the Facility. Thls requirement shall not apply for meetings
only involving discussion and verbal presentations, with an attendance of 15
persons or less.
3. Renter shall report any personal injuries or property damage arising at any
time during and/or arising out of or in any way connected with Renter's use or
occupancy of the City's facilities and adjoining property to the City Manager or
his/her designee, in writing and as soon as practicable.
4. Renter waives any right of recovery against the City, its officers, employees,
and agents for fires, floods, earthquakes, civil disturbances, regulation of any
public authority, and other causes beyond the their control. Renter shall not
charge results of"acts of God"to the City, its officers, employees, or agents.
5. Renter waives any right of recovery against the City, its officers, employees,
and agents for indemnification, contribution, or declaratory relief arising out of
or in any way connected with Renter's use or occupancy of the Facility and
adjoining property, even if the City, its officers, employees, or agents seek
recovery against Renter.
D. SECURITY
1. The City, at its sole discretion, may require a certain number of security
officers for the event. Renter shall be responsible for procuring and paying
for security officers through the City or a private security agency.
2. Renter is solely responsible for supervising all individuals at the Facility and
adjoining property during the event. The City is not responsible for providing
this supervision. However, the City may evict individuals from the Facility
during the event if their conduct is not in the best interest of the public or is
deemed to be detrimental in any way.
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E. SET UP/ CLEAN UP
1. Renter, caterers, bands, transportation of rental equipment, and related
individuals and activities will not be permitted access to the Facility prior to or
after the reserved event time period. Renter shall be responsible for
arranging access during the time requested for entry and exit of the Facility.
2. Renter shall not drive or permit to be driven nails, hooks, tacks, screws,
poles, stakes or other forms of fasteners into any part of the Facility and shall
not make or allow to be made any alterations of any kind therein.
3. Renter shall be responsible for all clean up of the Facility, including adjacent
grounds, at the end of the rental. Renter shall pick up, bag, and remove all
trash generated by all activity in any way connected with its use of the
Facility, leaving the Facility clean and free of all trash and litter. Renter shall
also leave all fixtures, if any, in good working condition.
4. Renter shall not store any equipment or materials at the Facility or adjoining
property without the prior written approval of the City Manager or his/her
designee.
5. Renter shall be responsible for any and all damage to the Facility and/or its
contents during use. In the event damage occurs or excessive cleaning is
necessary, Renter shall be charged for any and all janitorial, park
maintenance and/or repair fees incurred by the City as a result.
F. EQUIPMENT/ACCESSORIES
1. Renter shall not remove, relocate, or take City property outside of the Facility
for any reason without the prior written approval of the City Manager or
his/her designee.
2. Renter shall not use City equipment, tools, or furnishings located in or about
the Facility without the prior written approval of the City Manager or his/her
designee.
3. Renter shall not drive motorized vehicles on field or green space.
4. Renter shall not use privately owned tools and equipment at the facility except
as provided herein.
5. Renter shall not under any circumstances modify the Facility without written
authorization from the City Manager or his/her designee.
6. The City does not provide audio/visual systems, public address systems,
spotlights, floodlights, or projectors. Renter, at its own cost, may bring these
systems into the Facility for their use.
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7. This Agreement does not authorize the use of temporary or portable field
lighting. The use of temporary field lighting requires a more in-depth review
of the safety, illumination capacity, and operation of the equipment.
G. MAINTENANCE RESPONSIBILITIES AND FEES
1. Exhibit "A" to this Agreement identifies additional maintenance responsibilities
of the Renter and organization the Renter represents, and responsibilities of
the City. Any deviation must be approved in writing by the City Manager of
his/her designee before such deviation commences.
H. MISCELLANEOUS
1. Renter shall comply with all local, state, and federal laws and regulations
related to the use of the Facility.
2. Renter shall not admit a larger number of individuals than can lawfully, safely,
and freely move about the Facility.
3. Gambling of any kind is not permitted at the Facility.
4. Alcohol consumption is not permitted at the Facility.
5. Smoking is not permitted at the Facility.
6. No animals are permitted at the Facility, with the exception of service animals,
including guide dogs.
7. If Renter violates any part of this agreement or reports false information to the
City, the City may refuse Renter further use of the Facility and Renter shall
forfeit a portion of or all of the rental fee and/or the deposit.
8. The City shall document any misuse of the Facility by Renter in writing and
submit to Renter within three business days of confirmation of the misuse.
Such misuse may result in cancellation of Facility use by the Renter and the
organization represented by Renter.
9. The City may impose additional requirements as deemed necessary to
protect the health, safety, and/or welfare of the community.
10. Any person aggrieved by the City's decision with respect to this agreement
may appeal to the City Manager or his/her designee in writing no later than
five (5) days after the City's decision has been communicated to the
aggrieved party.
11. If any provision of this agreement is held to be invalid or unenforceable, the
remaining provisions shall remain in full force and effect.
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Emeraencv Procedures
In the event of an emergency, Renter is required to call the City of Grand Terrace
on-call maintenance services at 1-800-426-6689, enter pager #6205, and leave a
call back number. All required repairs shall be completed by the City of Grand
Terrace and are not to be made by Renter.
I am an authorized agent of the organization submitting this agreement. The
information provided In this Agreement is true and correct. I have read and
understand this Agreement and the Facility Use Policy and agree to all of the
rules, regulations and condit ns of use.
Signature g en, r
Print name 3°1tiT,/— Ss,.� z
Organization fdiaQ tid'/4((' scrnPf
Address a)c 7 0 ( 7L A/.
Telephone: Home T?i i 3 S)- Work 70 7 7 -7...)-
CITY USE ONLY: Fee 5
Rental fee Fee due at n of the season- Y-3/-/2 L1.tkd- Glo �o/f,,j5 / TH/NS
Approved by : ' nSL
Title: 45-00
Date:
Attachments:
Exhibit A- Agreement
Exhibit B-Fields/Snack Bar Request
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Exhibit A
GRAND TERRACE COMMUNITY SOCCER CLUB
Snack Bar
The Grand Terrace Community Soccer Club may use/operate the Snack Bar area for all
soccer games and special events. The Grand Terrace Community Soccer Club is
responsible for cleaning the Snack Bar area after each use. The City is not responsible
for any lost, stolen, or damaged merchandise stored in the snack bar area.
Keys for the City-owned snack bar must be signed out by City staff to Soccer Board
Officers. Under no circumstances shall any person change the locks to City-owned
facilities.
Field Llahtlna Use and Player Fees
GTCSC agrees to pay player fees and for electricity used during GTCSC functions in
accordance with the 2012 Facility Use Policy. GTCSC must provide a list of all
participants including their address to the City of Grand Terrace. An Agreement for use
by GTCSC for the following year will not be approved until all fees are paid for light use
and the $5.00 per player fees are paid in full.
Field Maintenance and Preparation
City responsibilities:
• Maintain weeds/grass growth along all fence lines.
• Mow and trim grass on field and park areas.
• Fertilize grass areas on field.
• Maintain sprinklers and watering schedule.
Soccer Club Responsibilities:
• Soccer field lining: GTCSC will line all fields prior to use. All fields must be
painted only. No use of chalk or burning the line in the grass will be accepted.
• Goals/Net:The GTCSC will provide and maintain all soccer goals, nets and any
other equipment necessary for safe soccer play. Soccer goals, nets, and
miscellaneous equipment must be removed at the end of each night to prevent
vandalism and to allow City Maintenance access to mow the entire field area.
The City is not responsible for any lost or stolen GTCSC equipment.
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The grass areas shall be NOT used by GTCSC between February 4th through March
10th of each year to allow for maintenance and recovery.
Use of Personal Vehicles
Vehicles are prohibited from driving and/or parking on any of the grass areas. Only
authorized City vehicles or emergency vehicles are allowed on grass field areas.
Restrooms
The City will clean, repair and maintain all restroom facilities. GTCSC shall periodically
check the restrooms and discourage Soccer Club participants from playing in the
restrooms. GTCSC shall lock the restrooms if after park hours.
Trash and Clean up
The City will clean the park and field areas routinely. GTCSC is responsible for picking
up and placing all trash in the trash receptacles after each use/event.
Entrance Gate
The City will maintain the gate to keep in proper working order and open the gate daily,
except in the event of inclement weather. GTCSC shall close and lock the gate after
evening use.
The keys must be signed out by City staff to Soccer Club Board Officers. Under no
circumstances shall any person chanae the locks to City-owned facilities.
Repairs
GTCSC must receive written authorization from the City prior to the installation and/or
repair of any equipment on the Rollins/Pico Park premises, including but not limited to
fencing, lighting, benches, gates, plumbing, electrical, etc.
No person may alter the courts or fields in any manner without the written permission of
the City Manaaer or his/her desianee. Any unauthorized modifications will be
removed/corrected at the expense of the individual or Group makina such unauthorized
modifications.
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