Loading...
HomeMy WebLinkAboutR-1990-D5757 Softball Tournaments RESOLUTION NO. A RESOLUTION authorizing an Agreement for 1990 Slowpitch Softball Round Robin Tournaments. WHEREAS, the City of Yakima wishes to foster and facili- tate Slowpitch Softball Round Robin Tournaments within its parks for public recreation and enjoyment as well as economic development; and WHEREAS, Ronald R. King possesses expertise in conducting slowpitch softball tournaments; and WHEREAS, the City Council deems it to be in the best interest of the City of Yakima to execute an agreement with Ronald R. King; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager and the City Clerk are hereby authorized and directed to execute the attached and incorporated agree- ment entitled "1990 Agreement Between the City of Yakima and Ronald R. King for the Slowpitch Softball Round Robin Tourna- ments". ADOPTED BY THE CITY COUNCIL this 6 day of J uk_n.e.. , 1990. (;;k S4OAM1 Mayor ATTEST: City Clerk (res'slowptch) 1990 AGREEMENT BETWEEN THE CITY OF YAKIMA AND RONALD R. KING FOR THE SLOWPITCH ROUND ROBIN TOURNAMENTS This agreement is entered into by and between the City of Yakima, hereinafter called Yakima, and Ronald R. King, hereinafter called the Tournament Manager. The parties mutually agree as follows: I. COORDINATION A. The City shall be responsible for the following: 1. Confirming all Round Robin Tournament dates with Tournament Manager. 2. Registering all Round Robin Tournaments with A.S.A. (American Soft- ball Association) or USSSA (United States Slowpitch Softball Associa- tion). Al]. tournaments must be sanctioned with one of the above Associations. 3. Reserving appropriate city ballfields on which to hold the Round Robin Tournament program. 4. Developing and printing Round Robin Tournament brochure and rosters. 5. Distributing and advertising the Round Robin Tournament program listings. 6. Handling all inquiries regarding that program, including mailing brochures, roster forms, and other pertinent information (motel lists, maps, etc.) to prospective teams. 7. Receiving registrations and rosters, verifying that information is complete, filling out tournament registration forms, receipting registration and T-shirt fees, sending confirmation and receipts to participating teams, and recording team data on tournament folders. Collecting other team information as necessary. 8. Processing NSF checks as necessary. 9. Confirming the number of teams and facilities required. 10. Confirming the playing level of each team. 11. Bracketing (scheduling) each tournament, and providing schedules and other pertinent information to each participating team. 12. Providing copies of the team T-shirt order forms for the Tournament Manager seven (7) calendar days prior to the tournament. 13. Preparing Round Robin Tournament folders and bracket boards for each tournament site. 14. Providing other materials necessary to run each Round Robin Tourna- ment, such as: specific team information needs, information F4/RKAGEE - 1 - (5/22/90) regarding outstanding fees to be collected at tournament sites, T- shirt orders, team roster, extra schedules, umpire listing, emergency and maintenance personnel listing. 15. Providing Round Robin Tournament Master Schedules to the Umpire's Association, Ballfield Maintenance Division, and Concessionaire. B. The Tournament Manager shall be responsible for the following: 1. Determining Round Robin Tournament offerings, including fees and tentative dates, and providing this information to the City by Janu- ary 1, 1990. 2. Coordinating Round Robin Tournament dates with the Yakima Umpire's Association, and Yakima Visitors and Convention Bureau. 3. Recruiting, training, and providing compensation for the services of umpires and Round Robin Tournament Directors. 4. Arranging for and distributing T-shirts. 5. Providing on-site tournament management, including the collection of outstanding registration or T-shirt fees, and remitting any such fees to the City of Yakima Parks and Recreation Office by the first (ist) City working day following such tournament. 6. Provide the City of Yakima with a certificate of insurance with the City, named insured its agents, employees, and officers. Coverage shall be a minimum of $1,000,000 general liability per tournament for property damage and personal injury. The insurer will give the City 20 days written notice of cancellation of insurance. II. MAINTENANCE A. The City shall be responsible for preparing and maintaining ballfields in a proper playing conditions for Round Robin Tournaments as situations allow. This includes: 1. Under the supervision of the Athletic Coordinator or her designee, providing up to four (4) hours of the Ballfield Maintenance Coordinator's time per site to supervise ballfield maintenance staff, and coordinate with the on-site Tournament Manager other maintenance needs. 2. Under the supervision of the Athletic Coordinator or her designee, providing up to twenty-six (26) hours of Ballfield Maintenance Workers' time per site. They shall be responsible to: a. Perform morning field preparation (watering, dragging, and chalking each field). b. Monitor, clean, and stock restrooms as necessary. This will be in addition to the service provided by the regular Park Mainten- ance Rover. F4/RKAGREE 2 - (5/22/90) c. Pick up litter and dump the full barrels into dumpsters when necessary. This will be in addition to the service provided by the regular Park Maintenance Rover. d. Provide additional watering, raking, and chalking, and other measures to ensure a safe playing area, as conditions and the tournament schedule permit. B. The Tournament Manager shall be responsible for coordinating ballfield maintenance activities for the Round Robin Tournaments. This includes: 1. Coordinating with the Athletic Coordinator or her designee any anticipated maintenance needs for each Round Robin Tournament no less than one (1) week prior to each tournament. 2. Coordinating with the Ballfield Maintenance Coordinator any needed maintenance services during the tournament. It is further understood that, although employed by the City, each site maintenance person is directly accountable to the Site Tournament Director and the Tournament Manager who have authority to change each schedule as they deem appropriate at each site. It is further understood that additional work hours over and above the total scheduled (per person) for that weekend will not be altered unless an emergency dictates. 3. As necessary, arranging with the City of Union Gap and the Girls' Softball Association for the use of and maintenance of Cahalan Park, and with the City of Selah for the use and maintenance of Carlon Park. III. BILLINGS, PAYMENTS, AND COLLECTIONS A. The City shall be responsible for the following: 1. Paying the Tournament Manager all collected tournament fees for each tournament no later than the Friday before the tournament weekend. Payments will be accompanied by an itemized statement, and will begin in May, 1990. Payment will include only those fees collected in advance. 2. Paying the Tournament Manager any fees collected on site within fifteen (15) days after each tournament. 3. Collecting any outstanding fees due from any confirmed and bracketed team that fails to show. 4. Billing the Tournament Manager for any monies due from each Round Robin Tournament within fifteen (15) days after the tournament. Bills will be itemized by fee category, and will begin in June 1990. B. The Tournament Manager shall be responsible for the following: 1. Collecting fees on site as needed, and paying them to the City the first (1st) City working day after collecting them. F4/RKAGREE - 3 - (5/22/90) 2. Paying the City for all monies due for coordination and field maintenance within ten (10) days after receiving the bill. 3. Paying the City an additional $2,200 at the conclusion of the Round Robin Tournaments. This additional payment will be applied towards the "shared costs" that the City currently participates in. 4. Providing the City of Yakima a complete written post-season tournament financial statement no later than five (5) days following each tournament weekend. IV. 1990 FEE SCHEDULE Fees to be paid by Ron King to the City for the 1990 Tournaments are divided into two categories: Shared Costs and Non-Shared Costs. Shared-Cost -- Tournament cost in the area of coordination and field maintenance in which the City participates and bears a portion of the cost. It is anticipated that the City will bear 25% of the shared-cost for the 1990 Tournaments. For the 1989 Tournaments the shared-costs percentage was 29%. Non-Shared-Cost -- Tournament costs in which the City does not participate in and all costs are borne by the Tournament Manager, Ron King. Non-shared costs include payments to tournament umpires, tournament directors, purchase of softballs, tournament T-shirts, and additional field maintenance services provided by the City described in "C" below. The 1990 City fees to be charged to Ron King are listed below. All figures listed represent the amount to be paid by Ron King to the City to off-set City incurred expensed relating to Tournament coordination and field maintenance. A. Coordination -- 0 to 30 teams: $300 flat fee 31 to 90 teams: $400 flat fee 91 or more teams: $500 flat fee B. Field Preparation -- $150.00 per site per tournament weekend. This includes up to four (4) hours of the Maintenance Coordinator's time, and up to twenty-six (26) hours of Ballfield Maintenance Worker time. C. Additional Field Maintenance -- Any required maintenance work above and beyond that provided for in "B" will be billed at the following rates: 1. Site Maintenance $75.00 per day 2. Ballfield Maintenance Worker 6.35 per hour 3. Ballfield Maintenance Coordinator 12.75 per hour V. DEFINITIONS Round Robin Tournament -- The Round Robin Tournament program sponsored by KXDD-KUTI/Rainier Beer and Pepsi Cola/KXDD-KUTI, and coordinated by Ronald King. F4/RKAGREE - 4 - (5/22/90) City -- The City of Yakima. Ballfields -- A. City of Yakima softball fields (Kiwanis - 3 fields, Larson - 4 fields, Gardner - 2 fields, Elks - 4 fields). B. This includes the four fields at Cahalan and three fields at Carlon referred to in Section II.C. under Tournament Manager responsibilities. Basic Level of Maintenance -- The maintenance work necessary so that a ballfield facility is ready and available for its intended use as seasonal weather conditions permit. This includes mowing, irrigation, debris removal, general cleaning, structure upkeep, and other required work, so that the field is relatively level and consistent across its infield surface, holes are filled, fence lines are repaired, field and foul lines are burned, etc. Registered Team -- A team that has paid all of its fees by the conclusion of a named registration period. Season Length -- May 20 - August 25, 1990. City Co-Sponsorship -- Sharing in tournament costs by the City. The City will be recognized as a sponsor on all tournament T-shirts, plaques, publications, and advertising. VI. The Tournament Manager shall defend indemnify and hold harmless the City, its officers, agents, and employees from any and all liability arising out of the performance of this Agreement. VII. The parties mutually agree that the Tournament Manager is not an employee or agent of the City of Yakima. CITY OF YAKIMA: City Manager 41■ 4 0,0 Date ATTEST: City Clerk fl C Date Ce WY CONTACT NO: 0 -cf $14- 5 7s 7 KXDD-KUTI/Rainier Beer and Pepsi Cola/KXDD-KUTI Round Robin Tournaments: Tournament Manager _ 20 Date 1/61c70 F4/RKAGREE - 5 - (5/22/90)