HomeMy WebLinkAboutDe La Mora and Abarca Rd 36 Soccer2016 MEMORANDUM OF AGREEMENT
ROAD 36 SOCCER COMPLEX
- Adult Soccer League(s) -
The City of Pasco has rented the four soccer fields at Road 36 for use of an adult soccer league for
about 23 years. For the 2016 soccer season (April 30 -September 30), the fields are desired by two
separate leagues. In order to ensure the recreational opportunity for the several hundred soccer players
and to avoid an improper monopoly of a public facility, the city has determined to divide the field
playing time between the two leagues for the 2016 season. To effect the city's decision, the parties
(German Abarca, Ramiro DeLaMora, and the City of Pasco) agree to the following provisions for the
2016 adult soccer league season.
I. Certification of League Teams:
a. Each league (DeLaMora and Abarca) will certify to the city recreation office, in writing, by
4:00 pm, Wednesday, April 6, that it has at least 16 teams committed to play during the 2016
season.
b. The certification of the 16 teams will include: 1 The Team Name 2) The Name of the
Coach/Captain, 3) The Coach/Captain's Phone Number. and 4) The Coach/Captain's
Email.
c. Failure to provide certification by the above stated date and time will render this agreement
null and void, unless the offending league pays a $300 late fee at which point the deadline to
certify the 16 committed teams will be extended until 4:OOpm on Wednesday, April 13th. If a
league fails to meet the late certification deadline they will forfeit the $300 late fee and their
right to use of the fields for the duration of the 2016 soccer season.
d. FINAL TEAM LIST: After providing the certification of the minimum 16 teams, each league
will then provide, to the city, a final list of teams playing in their league by 4:OOpm
Wednesday, April 20, 2016. The number of teams in the league will determine the hours
assigned for game play each weekend.
2. Field Time:
a. For League and Tournament play all four fields at the road 36 soccer complex will be rented as
a whole and not on an individual field basis.
b. Each league will be assigned field time as follows:
i. 16 Teams = 4 hours (All 4 Fields)
ii. 17 — 24 Teams = 6 hours (All 4 Fields)
c. If each league has at least 17 teams, field time will be assigned as follows:
i. Abarca:
1. APRIL 30 -AUGUST 31: Fields 1-4 each Saturday, S:OOpm — 7:OOpm (Setup 4:30 —
S:00pm, breakdown 7:00 — 7:30pm), and each Sunday, 9:OOam — 1:OOpm. (Setup
8:30 — 9:OOam, breakdown 1:00—1:30pm)
2. *SEPTEMBER Proposed Schedule: Fields 1-4 each Saturday, S:OOpm — 7:OOpm
(Setup 4:30 — S:OOpm, breakdown 7:00 — 7:30pm), and each Sunday, 8:30am —
12:30pm. (Setup 8:00-8:30pm, breakdown 12:30—12:45pm)
ii. DeLaMora:
1. APRIL 30 -AUGUST 31: Fields 1-4 each Sunday, 2:00pm — 8:OOpm (setup 1:30 —
2:00pm, Breakdown 8:00 — 8:30pm)
2. *SEPTEMBER Proposed Schedule: Fields 1-4 each Sunday, 1:OOpm — 7:OOpm
(Setup 12:45-1:OOpm, Breakdown 7:00 — 7:30pm)
Will meet with leagues in August to finalize September use times.
d. Leagues must adhere to their assigned setup and breakdown times.
Memorandum of Agreement — Rd 36 Soccer
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e. In the event a league only has the minimum 16 teams, then the Sunday reservation hours will
be reduced by two hours (16 teams can complete play in four hours). The hours reduced from
one league may be offered by the city to the other league, given their league size warrants more
time.
f. It is the responsibility of each league to notify the City of Pasco of the final number of teams in
their league by Wednesday, April 20, 2016 at 4:OOpm as outlined in section l.d. above. If it is
determined that a League has falsified their list of teams to gain access to additional field time,
or is using the complex outside their allotted time, said League will be billed at a rate of
$50/hour for each hour of unauthorized use.
3. Reservation Fees:
a. Reservation fees shall be as follows:
i. League of 16 teams: $160 per week (4 hours)
ii. League of 17-24 teams: $216 per week (6 hours)
b. Reservation fees shall be paid on a monthly basis and shall be due no later than 4:OOpm on the
20th day of the preceding Month (i.e. Fees for May are due by 4:OOpm on April 20`x`, etc.).
i. If payment is not received by the deadline a $50 late fee will be charged. When the 20"' of
the month falls on a weekend or Holiday, payment shall be due by 4:OOpm the next
business day.
c. Reservation fees are day specific. If the fields are not used the paid fees are forfeited and
cannot be transferred in whole or in part to a different day.
d. In the event one or more fields are not available on the date(s) previously reserved and the
closure is approved by the city recreation office, the reservation fee(s) previously paid, for use
of the respective date(s), shall be refunded to the respective league or transferred to a new date.
4. Field Monitor/Supervisor Fee:
a. A field Monitor is now required for all league and tournament rentals. The field monitor fee is
$30 per weekend rental per league (League time split between Saturday evening and Sunday
Morning shall be considered as a single rental). The field monitor will be onsite during the last
1 to 1.5 hours of the rental and during clean up.
5. Field Painting:
a. The City Parks crew will paint the soccer fields every other week throughout the season.
b. Extra Field Painting During League Playoffs (September) — If both leagues agree, and would
like the fields to be painted on an off week during the month of September, an additional field
painting fee of $130 per league must be paid for each additional painting.
6. Insurance:
a. Each League shall procure and maintain for the duration of the Agreement, insurance
against claims for injuries to persons or damage to property which may arise from or in
connection with the League's operation and use of the leased Premises. The City shall be
named as additional insured on the League's Commercial General Liability insurance
policy.
b. Minimum Amounts of Insurance. Each League shall maintain the following insurance
limits:
i. Commercial General Liability insurance shall be written with limits no less than
$1,000,000 each occurrence, $2,000,000 general aggregate.
c. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to
contain, the following provisions for Commercial General Liability insurance:
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i. Each League's insurance coverage shall be primary insurance with respect to the City.
Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall
be excess of the League's insurance and shall not contribute with it.
ii. Each League's insurance shall be endorsed to state that coverage shall not be cancelled
by either party, except after thirty (30) days prior written notice by certified mail,
return receipt requested, has been given to the City.
d. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best
rating of not less than A: VII.
e. Verification of Coverage. Each League shall furnish the City with original certificates and
a copy of the mandatory endorsements, including but not necessarily limited to the
additional insured endorsement, evidencing the insurance requirements of the League.
7. Equipment and Maintenance Requirements: Each league must...
a. Provide its own nets
b. Collect its own trash
C. Follow all park rules as set forth in the specific rental contract.
d. Clean the complex (all fields, spectator areas and parking areas) at the end of the
reservation periods of each day (7:00 pm on Saturday; 1:00 pm on Sunday; 8:00 pm on
Sunday).
e. Manage the use of the public parking areas during its reservation period to ensure
exits/entrances are kept clear and emergency vehicle access is maintained. Leagues are
prohibited from charging parking fees of any kind in and around the Rd. 36 soccer
complex. If it is discovered that a league is charging parking fees the use agreement with
that league will be immediately terminated.
8. Vendors: Vendors are not permitted on the grounds or in the parking lot except as permitted
individually by the City of Pasco recreation office. Any other vendors, as per city code, must
remain at least 300 feet (Length of a football field) away from any and all entrances to the park.
9. Participant and Spectator Conduct: Each league hereby promises to take all reasonable
precautions to avoid fighting, assault, vandalism or other forms of violence while using the
facility. Each league is responsible for enforcing this rule among all participants and spectators,
and all other facility users during their respective rental times. Failure to do so may result in
termination of this agreement by the city.
10. Trash Pick-up: As the renter of the facility it is each league's responsibility to ensure the fields
are free from debris before they vacate the facility. Cleanliness of the facility will be verified by
the field monitor.
11. Key: A key will be issued to each league to allow access to thetrash dumpster during their
respective rental times. It is each league's responsibility to ensure that the dumpster is locked
securely before they leave the premises.
12. Portable Toilets: Portable toilets will be placed at the facility for use by participants and
spectators during each leagues specified rental times. The toilets will be placed on a regular
service schedule. It is each league director's responsibility to inform the city if it appears a service
date has been missed and the toilets need additional attention.
13. Use of Fields for Practice: The Road 36 Soccer Field Complex is a scheduled use facility. As
such all use must be scheduled through the Recreation offices. If a team wishes to use Rd 36
Soccer Fields for practice then they must obtain a rental agreement and pay for use of the fields at
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the city recreation office. It is the duty of each league director to communicate this to all teams
within their respective league. Failure to do so could result in a breach of this agreement and result
in the league forfeiting their use of the fields for the remainder of the season.
14. Other Terms and Conditions: Apart from the terms listed above, each league hereby agrees to
abide by and enforce all regular Pasco Playing Field Terms and Conditions, listed in Appendix A.
Memorandum of greerryent accepted by:
Ramiro LaMor Date
� L
Ric Terway, Pasb6 ACS Director Date
German Abarca Date
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APPENDIX A
General Terms & Conditions for All Pasco Playing Fields
1. Signer of this contract assumes all responsibility for this event, including knowledge and
adherence to all facility rules and regulations. To ensure a smooth event it is required
that you inform other event planners, committee members, caterers, etc, of all applicable
policies. Full disclosure of event setup, decorations & activities is required; failure to do
so may result in a forfeiture of your deposit.
2. Reservation times are strictly adhered to. Please do not arrive earlier or stay later than
your reservation time. Set up and cleanup of your event must be within your reserved
time.
3. Groups are responsible for setting up, cleaning up, and leaving the facility as they found it.
This is a do-it-yourself facility; custodial service is not provided. Customer will be
responsible for any damage to the premises as the result of licensee's use, over and above
normal wear and tear.
4. Upon completion of the rental period, staff will inspect the premises. If there has been
damage to the premises or if the cleanup obligations have not been met, the City may
seek reimbursement as may be necessary to make repairs or accomplish the cleanup.
5. All rental requests must be made at least 7 business days or more in advance of the
requested rental date. A facility supervisor might be required to host your rental, if so
they must be secured before your rental can be finalized. Payment in full is due at time of
reservation.
6. Alcoholic beverages and/or appearance of intoxication are not allowed.
7. Balloons are not allowed in any City of Pasco Parks (water, helium, or air).
8. Gambling of any form is not allowed at City of Pasco Facilities or Parks.
9. Boisterous conduct and profane language shall not be permitted on City of Pasco
premises.
10. All pets must be on a leash under 6 feet in length and owners must pick up after their
animals. No pets allowed inside the Pasco Softball Complex.
11. Group size is subject to verification by on-site staff.
12. Use of live and/or amplified music (includes bull horns, boom boxes, etc.) is subject to
written approval by the City of Pasco in advance (10 days prior notice is required), and
may be subject to additional City permit requirements.
13. Children must be monitored at all times and renters are responsible for the conduct of
their guests.
Memorandum of Agreement — Rd 36 Soccer
14. No generators, inflatable jumping equipment, or any other special equipment rentals are
allowed. Any exceptions must be requested in writing when rental request is made and
written approval must be given by the City of Pasco.
15. The City of Pasco reserves the right to require a certificate of liability insurance naming
the City of Pasco as additionally insured at the time and location of the event. This
certificate must be attached to contract.
16. The City of Pasco reserves the right to cancel this reservation if it should conflict with a
city program or if the facility becomes unavailable due to required maintenance.
17. Refund and cancellation policy:
a. More than 30 days' notice of cancellation 1000 less a $10 processing fee.
b. Less than 30 day notice before event date. No refund.
c. All deposits if required will be returned for refunds and cancellations.
Changes to rental policy:
d. Any changes requested more than 7 business days in advance of the event date
are subject to a $10 processing fee.
e. No changes less than 7 business days prior to event date.
18. Disturbance of the grounds is prohibited. There is no staking, digging, rutting, or other
means of disturbance allowed in any City of Pasco Park.
19. If when you arrive at the facility you have problems and need to speak with a city staff
person you will need to call our office during working hours (Mon -Friday 8:00 am to
5:00pm) after working hours you will need to call non- emergency dispatch at (509-545-
3510) and have them contact the Parks and Recreation on-call staff.
Memorandum of Agreement — Rd 36 Soccer