Loading...
HomeMy WebLinkAbout2015 07 27 Consent 305 Recreational Program Agreement-OCYS COMMISSION AGENDA Informational Consent X ITEM 305 Public Hearings g Regular July 27, 2015 KS CC Regular Meeting City Manager Department REQUEST: The Parks and Recreation Department is requesting the City Commission authorize the City Manager to execute the attached Recreation Program Agreement, as prepared by the City Attorney, between the City of Winter Springs and the Orlando City Youth Soccer Club. SYNOPSIS: The Orlando City Soccer Club has provided youth soccer to our community for the past 3 years. Their Board of Directors are parents and business leaders who volunteer many hours to plan and organize a very good youth sports program. We are requesting to continue this valuable partnership by entering into another two year agreement. CONSIDERATIONS: • The Parks and Recreation Department has successfully partnered with the Orlando City Soccer Club over 3 years. This agenda item is to renew the 2 year agreement. • The Orlando City Soccer Club has reviewed and is supportive of the 2015-17 agreement. • The Orlando City Soccer Club have been conducting youth soccer programs for the youth of the Winter Springs area. Approximately forty percent (40%) of these participants are Winter Springs residents. The league is excited about renewing the agreement with the City of Winter Springs. • The Parks and Recreation Department will continue to provide facilities owned by the City of Winter Springs for games and practices to enhance their youth sports programs, special events, and tournaments. • The League will pay $33,000 annual fee for the use of our park, fields for practices and games, and personnel to assist with league operations. This is an increase over the Consent 305 PAGE 1 OF 2-July 27,2015 last two year agreement. • All partnerships, including Orlando City Soccer Club have agreed to pay an additional $300 annually to assist with the annual lease agreement for the sports center which is used for partnership board meetings, site registrations, and coaches meetings. • The agreement allows for an annual evaluation of the program by both parties to review fees and services for any needed adjustments. • The partnership between Parks and Recreation Department and the Orlando City Soccer Club has been mutually beneficial to provide soccer programs for city residents and our community. FISCAL IMPACT: This agreement will provide to the City of Winter Springs $33,000 in FY16 and 17. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas/Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff is recommending the City Commission authorize the City Manager to execute the attached Recreation Program Agreement, as prepared by the City Attorney, between the City of Winter Springs and the Orlando City Youth Soccer Club. ATTACHMENTS: Attachment A - City of Winter Springs Recreational Program Agreement with Orlando City Youth Soccer Club. Consent 305 PAGE 2 OF 2-July 27,2015 Recreational Program Agreement City of Winter Springs / Seminole Soccer Club, Inc. Page 1 of 9 CITY OF WINTER SPRINGS RECREATIONAL PROGRAM AGREEMENT THIS RECREATIONAL PROGRAM AGREEMENT (“Agreement”), made and entered into this ___ day of September, 2015, by and between the CITY OF WINTER SPRINGS, a Florida municipal corporation ("City"), and the SEMINOLE SOCCER CLUB, INC., a Florida non profit corporation, d/b/a Orlando City Youth Soccer ("Soccer Club"). W I T N E S S E T H: WHEREAS, the City has certain recreational facilities available for use by the public; and WHEREAS, the Soccer Club desires to offer a recreational program for the benefit of the public using the City’s available recreational facilities; and WHEREAS, the City is willing to permit the Soccer Club program to take place at the Central Winds Park, Trotwood Park and Torcaso Park and other City recreational facilities located within the City of Winter Springs, Florida. NOW, THEREFORE, in consideration of the mutual covenants and provisions hereof, and other good and valuable consideration, the receipt and sufficiency all of which are hereby acknowledged, the parties desire to be legally bound by the terms and conditions of this Agreement as follows: 1.0 Recitals. The foregoing recitals are hereby incorporated herein in their entirety by this reference. 2.0 Term of Agreement. This Agreement shall become effective immediately upon execution by both parties hereto and shall continue for a term of two (2) years. 3.0 School Board Contract. The Soccer Club hereby acknowledges that the City and the School Board of Seminole County have entered into that certain agreement that permits the City to utilize facilities owned by the School Board of Seminole County. The Soccer Club agrees that its use of any facilities owned by the School Board is subject to the terms and conditions of that agreement between the City and the School Board of Seminole County. 4.0 Program and Additional Services Conducted by the Soccer Club. The Soccer Club shall provide and promote a soccer program to enhance the existing recreational programs offered by the City. The program shall include, but shall not be limited to, fall and spring soccer leagues for participants ages 4 through 19, a travel and tournament soccer team, Premiere Development League, a soccer camp, motivational seminars, and other recreational type special Recreational Program Agreement City of Winter Springs / Seminole Soccer Club, Inc. Page 2 of 9 events. Camps and clinics shall include, but not be limited to, clinics for youth, teams, coaches, officials, parents, and TOPS programs. Special events shall include, but not be limited to, soccer cup games, playoff games, championship games, invitational games, fundraisers and a dribble, pass and shoot competition. Unless otherwise provided in this Agreement, the aforesaid programs shall hereinafter be referred to as “Programs.” The Soccer Club shall not deviate from the Programs set forth in this Agreement without the prior written consent of the City. Programs shall be held during non-school hours. 4.1 The Soccer Club shall also provide any and all additional services and equipment necessary for the Programs including, but not limited to: (i) providing administrative personnel to collect fees, forms, and answer telephone inquiries regarding Programs; (ii) providing coaches certifications & background checks, referees, speakers, competition judges, scorers, and administrative and support personnel to operate the Programs; (iii) providing all equipment necessary to participate in the Programs, such as soccer balls, training aids, camp equipment, materials; (iv) providing uniforms to participants for league play, all league, camp, and clinic shirts shall recognize the City of Winter Springs Parks & Recreation Department; (v) providing trophies, certificates, and other give away items; (vi) providing all schedules and league handouts; (vii) providing for the set up of all fields and equipment necessary for the Programs; and (viii) providing for the clean-up and removal of all equipment and trash and debris brought to City facilities by the Soccer Club and their guests, invitees, spectators, participants and personnel (clean-up shall be completed as soon as practicable after each Program); (ix) annually partner with the City or another civic organization in a project benefiting the Winter Springs community. 5.0 Certificates. Upon execution of this Agreement by the Soccer Club, and as a continuing obligation hereunder, the Soccer Club shall provide copies to the City of all local business tax receipts, competency cards, or certificates necessary for the performance of the Programs. 6.0 Program Materials; Sale of Non-Food Items. The Soccer Club shall be permitted to distribute programs, pictures, advertising and other promotional materials regarding the Programs. The Soccer Club shall also be permitted to sell and distribute food or drink items during the course of any Program only upon prior written request and approval of the City. The Soccer Club may also offer awards or trophies to Program participants that successfully complete or win contests or other events conducted as part of this Agreement. 7.0 Use of Facilities; City Services. The Soccer Club shall offer the Programs at the Central Winds Park, Trotwood Park and Torcaso Park, and at other designated City owned or controlled facilities that may be authorized by the City for use by the Soccer Club. The Soccer Club agrees that they will not use any other City facility unless authorized pursuant to this Agreement. In addition, the City will provide the following services: (i) coordinate with the Soccer Club to conduct the Programs; (ii) provide concessions services for the Soccer Club activities; (iii) include program information in City brochure and send out through e-mail along with website links (iv) provide a phone line with voice mail for the Soccer Club league information; (vi) provide goals, nets, Recreational Program Agreement City of Winter Springs / Seminole Soccer Club, Inc. Page 3 of 9 corner flags and line and maintain all fields at Central Winds Park and maintain all fields at Trotwood and Torcaso Park. 8.0 Compensation. For the use of the City facilities and receipt of City services set forth in paragraph 7.0 of this Agreement, the Soccer Club agrees as follows: 8.1 Soccer Club shall pay the City Thirty-Three Thousand and no/100 Dollars ($33,000.00) annually (“Annual Fee”). This Annual Fee shall include Spring and Fall league play, two (2) inter-league tournaments, try-outs and clinics. In addition to the Annual Fee, Soccer Club shall pay the City Four Hundred and no/100 Dollars ($400.00) for use of the Mobile Modular Building. Further, Soccer Club shall pay the appropriate rental fees for facilities utilized for any additional tournaments or special events. 8.2 The Annual Fee shall be paid to the City in two (2) Sixteen Thousand Five Hundred and no/100 Dollar ($16,500.00) installments per year. The first installment shall be due to the City on or before March 1st of each year and the second installment shall be due to the City on or before September 1st of each year. Each installment shall be accompanied by a current and complete list of program participants and shall include their name, address, and phone number only, and in which program they are participating. Failure to make payments within the time proscribed shall result in a five percent (5%) late fee being added to the payment amount. 8.3 The City and the Soccer Club agree that the compensation set forth in this section 8.0 shall be subject to review and revision by the Winter Springs City Commission at the conclusion of each year of this Agreement. Any modification of the compensation due under this section shall be determined based on an evaluation of field usage for all Soccer Club activities, any future usage, and potential tournaments or leagues. Modifications shall be evidenced in a written addendum to this Agreement executed by both parties. 9.0 Reimbursement of Expenses. The Soccer Club shall reimburse the City for any and all actual expenses incurred by the City in assisting the Soccer Club regarding any Program offered by the Soccer Club including, but not limited to, field rental, and supervision/maintenance. The City will provide the Soccer Club a written invoice(s) itemizing these expenses and payment shall be made by the Soccer Club within thirty (30) days of receiving the invoice. 10.0 Disorderly Conduct, Alcohol and Controlled Substances. The Soccer Club shall not permit any guests, invitees, employees, agents, or other Program participants to engage in any disorderly conduct or criminal conduct while participating in any Program. The Soccer Club shall promote good sportsmanship to all Program participants. The City representative responsible for the partnerships is the Recreation Supervisor. The Athletic Coordinator should have the authority and responsibility to investigate and resolve complaints and other inquires from the public, suspend coaches, players or parents from games or facilities with the approval or the Parks & Recreation Director. The use of alcoholic beverages or illegal controlled substances by Program participants and the Soccer Club prior to, during, or after any Program shall be strictly prohibited. Recreational Program Agreement City of Winter Springs / Seminole Soccer Club, Inc. Page 4 of 9 11.0 Status Conferences. At the request of the City, the Soccer Club shall attend status conferences with the City for purposes of evaluating the status of any Program and the terms and conditions of this Agreement. The date and time of the status conferences shall be by mutual agreement of the parties. 12.0 Independent Contractor, Hiring of Personnel. The Soccer Club shall be considered an independent contractor under this Agreement. The Soccer Club shall be solely responsible and liable for hiring and retaining all of its employees, personnel, contractors, coaches, and volunteers. 13.0 Indemnification and Hold Harmless. The Soccer Club shall indemnify and hold harmless the City and its employees, officers, attorneys, agents, and contractors from and against all claims, losses, damages, personal injuries (including but not limited to death), or liability to the person or property (including reasonable attorney's fees through any and all administrative, trial, post judgment and appellate proceedings), directly or indirectly arising from the negligent acts, errors, omissions, intentional or otherwise, arising out of or resulting from the Soccer Club's scheduling, permitting, promoting, maintaining, supervising, managing, coordinating, and conducting any Program under this Agreement. The indemnification provided above shall obligate the name the Soccer Club to defend at its own expense or to provide for such defense, at the option of the City, as the case may be, of any and all claims of liability and all suits and actions of every name and description that may be brought against the City or its employees, attorneys, and officers which may result from the Soccer Club's performance under this Agreement whether performed by the Soccer Club, or anyone directly or indirectly employed, controlled, supervised, or directed by the Soccer Club. In all events the City shall be permitted to choose legal counsel of its sole choice, the fees for which shall be subject to and included with this indemnification provided herein, as long as said fees are considered reasonable within the Central Florida area. 14.0 Assignment. This Agreement shall not be assigned by any party without the prior written consent of all of the parties hereto. 15.0 Public Record. In accordance with section 119.0701, Florida Statutes, Soccer Club agrees that all documents, transactions, writings, papers, letters, tapes, photographs, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to this Agreement or in connection with any funds provided by the City pursuant to this Agreement may be considered public records pursuant to Chapter 119, Florida Statutes. Soccer Club agrees to keep and maintain any and all public records that ordinarily and necessarily would be required by the City in order to perform the services required by this Agreement. Soccer Club also agrees to provide the public with access to public records on the same terms and conditions that the City would provide the records and at a cost that does not exceed the cost provided by Chapter 119, Florida Statutes or as otherwise provided Recreational Program Agreement City of Winter Springs / Seminole Soccer Club, Inc. Page 5 of 9 by law. Soccer Club shall also ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law. In addition, Soccer Club shall meet all requirements for retaining public records and transfer, at no cost, to the City all public records in possession of the Soccer Club upon termination of this Agreement and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the City in a format that is compatible with the information technology systems of the City. If Soccer Club does not comply with a public records request, the City shall have the right to enforce the provisions of this Paragraph. In the event that Soccer Club fails to comply with the provisions of this Paragraph, and the City is required to enforce the provisions of this Paragraph, or the City suffers a third party award of attorney’s fees and/or damages for violating the provisions of Chapter 119, Florida Statutes due to Soccer Club’s failure to comply with the provisions of this Paragraph, the City shall be entitled to collect from Soccer Club prevailing party attorney’s fees and costs, and any damages incurred by the City, for enforcing this Paragraph against Soccer Club. And, if applicable, the City shall also be entitled to reimbursement of any and all attorney’s fees and damages which the City was required to pay a third party because of Soccer Club’s failure to comply with the provisions of this Paragraph. This Paragraph shall survive the termination of this Agreement. 16.0 General Liability Insurance. For the Programs performed hereunder, the Soccer Club shall purchase and maintain, at its own expense, such general liability insurance to cover claims for damages because of bodily injury or death of any person or property damage arising in any way out of the Programs performed by the Soccer Club under this Agreement. The insurance shall have minimum limits of coverage of $1,000,000.00 per occurrence combined single limit for bodily injury liability and property damage liability. All insurance coverage shall be with insurer(s) approved by the City and licensed by the State of Florida to engage in the business of writing of insurance. The City shall be named on the foregoing insurance policies as "additional insured." The Soccer Club shall cause its insurance carriers to furnish insurance certificates and endorsements specifying the types and amounts of coverage in effect pursuant hereto, the expiration dates of such policies, and a statement that no insurance under such policies will be canceled without thirty (30) days prior written notice to the City in compliance with other provisions of this Agreement. If the City has any objection to the coverage afforded by or other provision of the insurance required to be purchased and maintained by the Soccer Club in accordance with this paragraph on the basis of its not complying with the Agreement, the City shall notify the Soccer Club in writing thereof within thirty (30) days of the date of delivery of such certificates and endorsements to the City. The Soccer Club shall continuously maintain such insurance in the amounts, type, and quality as required by this paragraph. 17.0 Modification. Modifications of this Agreement shall only be made in writing signed by both parties. 18.0 Compliance with Laws. The Soccer Club shall comply with all local, state, and federal laws and regulations that are applicable to the operation of its business and in the Recreational Program Agreement City of Winter Springs / Seminole Soccer Club, Inc. Page 6 of 9 performance of any Program. The Soccer Club acknowledges and agrees that it will take any and all reasonable and prudent steps necessary to be informed and advised of all applicable local, state, and federal laws and regulations affecting its business and performance of any Program. 19.0 Due Diligence. The Soccer Club acknowledges that it has investigated prior to the execution of this Agreement and satisfied themselves as to the conditions affecting the City's facilities that will or may be utilized by the Soccer Club to conduct the Programs, the availability of materials and labor, the cost thereof, the requirements to obtain necessary insurance, permits, equipment, and the steps necessary to complete the Programs. The Soccer Club warrants unto the City that they have the competence and abilities to carefully, professionally and faithfully complete the Programs in the manner and within the time limits proscribed herein. The Soccer Club will perform the Programs with due and reasonable diligence consistent with sound professional and labor practices. 20.0 Time is of the Essence. Time is of the essence of this Agreement. 21.0 Third Party Rights. This Agreement is not a third party beneficiary contract and shall not in any respect whatsoever create any rights on behalf of any party not expressly a party to this Agreement. 22.0 Further Assurances. From and after the execution of this Agreement, each of the parties hereto shall fully cooperate with each other and perform any further act(s) and execute and deliver any further documents which may be necessary or desirable in order to carry out the purposes and intentions of this Agreement. 23.0 Severability. If any provision of this Agreement is held to be invalid, void, or unenforceable, the remaining provisions shall nevertheless remain in full force and effect, unless the absence of the invalid, void or unenforceable provision or provisions causes this Agreement to fail in its essential purposes. 24.0 Governing Law and Venue. This Agreement shall be construed and enforced in accordance with the laws of the State of Florida. The parties further agree that in any dispute between them relating to this Agreement, exclusive jurisdiction shall be in the trial courts located in Seminole County, Florida, for state actions and Orlando, Florida, for federal actions, any objections as to jurisdiction or venue in such courts being expressly waived. 25.0 Attorney’s Fees. In the event any litigation or controversy arises out of or in connection with this Agreement between the parties hereto, the prevailing party in such litigation or controversy shall be entitled to recover from the other party or parties all reasonable attorney's fees and paralegal fees, expenses and suit costs, including those associated with any appellate or post- judgment collection proceedings. Recreational Program Agreement City of Winter Springs / Seminole Soccer Club, Inc. Page 7 of 9 26.0 Non-Waiver. No delay or failure by either party to exercise any right under this Agreement, and no partial or single exercise of that right, shall constitute a waiver of that or any other right, unless otherwise expressly provided herein. 27.0 Notices. Any notice, request, instruction, or other document to be given as part of this Agreement shall be in writing and shall be deemed given under the following circumstances: when delivered in person; or three (3) business days after being deposited in the United States Mail, postage prepaid, certified or registered; or the next business day after being deposited with a recognized overnight mail or courier delivery service; or when transmitted by facsimile or telecopy transmission, with receipt acknowledged upon transmission; and addressed as follows (or to such other person or at such other address, of which any party hereto shall have given written notice as provided herein): To City: City of Winter Springs Attn: Parks and Recreation Department Mr. Chris Caldwell, Director 1126 E. State Road 434 Winter Springs, Florida 32708 PH: (407) 327-6599 FAX: (407) 327-4763 To Soccer Club: Seminole Soccer Club, Inc. Steve Rammel, Executive Director 1900 Seminole Soccer Loop Sanford, Florida 32771 28.0 Counterparts. This Agreement may be executed in any number of counterparts, each of which when so executed and delivered, shall be an original; but such counterparts shall together constitute but one and the same instrument. 29.0 Standard of Care. In performing the Programs, the Soccer Club shall use that degree of care and skill ordinarily exercised, under similar circumstances by reputable members of their professions practicing in the same or similar locality. The Soccer Club shall take all necessary and reasonable precautions to protect the program participants and the public from being injured during the Programs. 30.0 Termination. This Agreement may be terminated by either party with thirty (30) days written notice. If this Agreement is terminated by either party, the indemnification provision contained in paragraph 13.0 of this Agreement shall remain in full force and effect for any claims, losses, damages, personal injuries, or liability which may occur under this Agreement. The Soccer Club shall also immediately pay all compensation due to the City pursuant to paragraph 8.0 of this Agreement. Recreational Program Agreement City of Winter Springs / Seminole Soccer Club, Inc. Page 8 of 9 31.0 Soccer Club Signatory. The undersigned person executing this Agreement on behalf of the Soccer Club hereby represents and warrants that he or she has the full authority to sign the Agreement on behalf of the Soccer Club and that he or she has the authority to fully bind the Soccer Club to the terms and conditions set forth in this Agreement. 32.0 Interpretation. The City and the Soccer Club have participated in the drafting of all parts of this Agreement. As a result, it is the intent of the parties that no portion of this Agreement shall be interpreted more harshly against either of the parties as the drafter. 33.0 Entire Agreement. The drafting, execution, and delivery of this Agreement by the parties have been induced by no representations, statements, warranties, or agreements other than those expressed herein. This Agreement represents the entire and integrated agreement between the parties and supersedes all prior negotiations, representations, or agreements, either oral or written, and all such matters shall be deemed merged into this Agreement. 34.0 Sovereign Immunity. Notwithstanding any other provision set forth in this Agreement, nothing contained in this Agreement shall be construed as a waiver of the City’s right to sovereign immunity under section 768.28, Florida Statutes, or other limitations imposed on the City’s potential liability under state or federal law. As such, the City shall not be liable under this Agreement for punitive damages or interest for the period before judgment. Further, the City shall not be liable for any claim or judgment, or portion thereof, to any one person for more than two hundred thousand dollars ($200,000.00), or any claim or judgment, or portion thereof, which, when totaled with all other claims or judgments paid by the State or its agencies and subdivisions arising out of the same incident or occurrence, exceeds the sum of three hundred thousand dollars ($300,000.00). This paragraph shall survive termination of this Agreement. 35.0 Use of Central Winds Park and Trotwood Park Facilities. The City will provide practice times at Trotwood Park and Central Winds Park Expansion and game times at Central Winds Park during the regular soccer season based on game play times for each age group for the fall and spring seasons. 36.0 No Guarantee by City. Nothing contained in this Agreement shall be construed as a guarantee for the use of any City owned or maintained facility. The parties fully understand and agree that City owned or maintained facilities may not be suitable, at the discretion of the City for play or practice due to inclement weather, lightning, vandalism, emergencies, acts of God, hazardous conditions, or any other circumstances that the City deems could injure the participants or damage the facilities. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and year written above. Recreational Program Agreement City of Winter Springs / Seminole Soccer Club, Inc. Page 9 of 9 CITY: SOCCER CLUB: CITY OF WINTER SPRINGS SEMINOLE SOCCER CLUB, INC. d/b/a Orlando City Youth Soccer. By: By: Kevin Smith, City Manager John Bonner, Chairman Date: Date: