HomeMy WebLinkAbout01-22-2020 Regular MeetingMinutes of the Fairhope Recreation Board
The Fairhope Recreation Board rnet Wednesday, January 22, 2020 at 5:15 p.m. in the Rec Center
at 803 North Greeno Road.
Present: Bob Keyser, Cathy Hudson, Pat White, Derek Thomas and Charlie Langham (left meeting
at 5:25 p.m.) Absent: Vann Saltz, Michelle Smith, Corey Martin and Jay Robinson. Gayle Fogarty
took minutes.
The meeting was called to order by Bob Keyser at 5:15 p.m. The minutes of the December 11,
2019 meeting were considered and approved on a motion by Cathy Hudson, seconded by Charlie
Langham, none opposed.
Old Business: Pat White provided a facility use agreement to the board for their review (see
attached). He mentioned setting up the league summit and presenting the agreement during the
summit. Pat added that the City is targeting to begin work the day after graduation to make the
stadium ADA compliant, and then stated that the pool bid should go out soon.
New Business: He informed the board that the Kiwanis Club committed $1,000 for sports
scholarships for kids that want to play Fairhope league sports that are not financially able. Pat also
shared with the board that a lot of improvements are underway at the high school and youth
baseball fields. There was general discussion of installing a rubberized track around field one and
two at Founders Park. Pat estimated the track would cost between $300,000 - $350,000.
Be)ng no further business, the meeting was adjourned at 5:25 p.m.
CitYof Fairhope — Parks and Recreation Facility Use Agreement
This User Agreement made and entered into this day
and between the City of Fairhope Parks and Recreation Department, hereafter
referred to as the "Parks Department", and
hereafter referred to as the "League".
by
In consideration of the mutual promises and agreements considered herein, the
Parks Department and the League agree as follows:
I. Purpose: The Parks Department agrees to provide the League the use of
facility complex for sole purpose of providing
recreational opportunities to the youth of the Fairhope Community
through scheduled practices, games, events.
The League agrees to comply with the terms of the User Agreement, the
rules and regulations of the City of Fairhope Parks and Recreation
Department, and applicable city, state, and Federal laws and
regulations.
II. Term: , The term of this User Agreement shall be for one year
beginning in January 2020 and ending in December 2020. The League
shall have the right to said facility during the term of the Use Agreement
based on an approved schedule by the League and the Parks
Department and on file with the Parks Department. The League shall
provide the Parks Department with a copy of its schedule request ASAP
before the start of practice and play so the Parks Department can
adequately prepare for facility use and to resolve any schedule conflicts.
The Parks Department reserves the right to delay the start of practices /
games if the schedule request is not received by the Parks Department
no less than 15 working days prior to the start date of practices / games.
Ill. The Parks Department agrees to:
A. The Parks Department agrees to allow the League the use of
Facility complex as set forth in this Agreement, and
subject to applicable state, federal, and local ordinances, laws, rules
and regulations.
B. The Parks Department will provide all necessary facility maintenance
to include:
a. Field preparation with the focus of safety and playability for all
practices and games per the approved schedule provided by
the League.
b. Field lining / painting per the dimensions provided by the
League. (Soccer must provide a detailed illustrated layout of
requested field dimensions at least 10 working days prior to
games or event).
c. Cleaning of restroom facilities and provision of necessary
supplies on daily basis per the schedule provided by the
League.
d. Provide adequate trash receptacles.
e. Repairs to lighting, electrical, scoreboards, fencing, plumbing
and irrigation in a timely manner in order to not disrupt play.
IV. The League agrees to:
A. The League does hereby agree to indemnify and hold harmless the
City of Fairhope, the City's officers, employees, successors, assigns
and agents against any and all claims or liability which results from
the League's use of the facility.
B. The League must provide a Certificate of Insurance naming the City
of Fairhope as additional insured, prior to the start of any practices /
games.
C. The League agrees to provide to the Parks Department a contact list
of all board members and the name and contact info of an appointed
board member to be the point of contact for scheduling, game
cancelations, field or facility issues. (There will be one appointed
point of contact to communicate with the Parks Department)
D. The League must provide its most current financial statement and
agree to provide its most current financial reports at any time upon
request.
E. The League must provide a list of all persons in possession of keys to
any fields, buildings, gates.
F. The League must agree to have a board member or responsible party
present to supervise at every scheduled activity, from the start time
of practice / game until the last child leaves the facility. This activity
supervisor is to be present in the event of an emergency and will be
responsible for alerting all participants in the event of approaching
inclement weather, especially lightning.
G. The League agrees to submit an incident report to the Parks
Department within 48 hours of an occurrence. This includes: any
injuries, behavioral problems, police reports, removal of spectators,
coaches, officials, or players.
H. The League agrees to inform every board member, coach, volunteer,
and participant of a Code of Conduct and any violation of this Code is
subject to discipline, up to and including being suspended or banned
from the facility complex. The Code of Conduct includes the following
activities:
a Possession or use of alcoholic beverages or illegal
drugs or being under the influence of alcohol or drugs
while performing as a coach, umpire, official,
volunteer, or supervisor.
a Possession of firearms, weapons, or anything
hazardous to other participants.
® Any conduct endangering the life, safety, health or
well-being of others.
Bullying or taking unfair advantage of any participant..
® Abusive language, verbal, physical, or visual
harassment of another participant, coach, umpire,
official, or volunteer.
e Profiting in any way from the use of City of Fairhope
property. If the League is compensating, in any form,
coaches or support staff other than umpires, referees,
or concessions personnel, the League must obtain a
Franchise Agreement or Athletic Field Rental
Agreement through the City of Fairhope.
Failure to comply with all applicable state, federal, and
local ordinances, rules, orders, regulations.
o Failure to leave area in the condition in which you
found it including trash left behind., field equipment
left on the fields or not put back where it was before
you moved it.
o Damage or destruction of any building, restroom,
equipment, bleacher, bench, or other property of the
City of Fairhope.
I. The League agrees to maintain concessions buildings in a clean, safe,
and healthy condition.
J. The League agrees to pick up trash from dugouts, team benches,
press boxes, fields, and common areas that is left behind after every.
practice / game activity.
K. The League will provide First Aid and Emergency Response policies to
all board members, and coaches in the event of an emergency.
L. The League will establish and inform all board members, umpires,
officials, and coaches of a Lightning policy in the event of inclement
weather.
M. The League shall require a Background Check of all coaches, board
members, umpires, and officials.
N. The Parks Department will notify the League of any field closures due
to inclement weather or unsafe field conditions. On weekdays, after
3:30 PM it will be the responsibility of the League to close the fields
and cancel any activity due to inclement weather or unsafe field
conditions.
0. The League Point of Contact shall report any maintenance requests
or safety concerns to the Parks Department in a timely manner.
P. The League agrees that all field maintenance is to be performed by
the Parks Department and therefore agrees that anyone associated
with the League that is raking, brooming, shoveling, pushing water,
applying conditioner, mound clay or other products, moving bases,
etc. without the consent of the Parks Department, will be subject to
suspension from the facility.
Q. It is recommended that the League have a Scholarship Program in
effect to allow any underprivileged Fairhope youth to participate. If
the League does not have such a program, it should contact the Parks
Department for assistance.
R. It is recommended that any surplus in revenues generated by the
League be invested back into amenity upgrades and enhancements
of the facility complex or to offset operational maintenance costs to
the Parks Department such as paint, sand, equipment.
League Representatives: Date;
Date:
Director of Parks/Rec
City of Fairhope: Date: