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HomeMy WebLinkAboutR-1990-D5736 Tree Top Bicycle Classic RESOLUTION NO. A RESOLUTION authorizing and directing the City Manager of the City of Yakima to execute a Memorandum of Under- standing between the Tree Top Bicycle Race Com- mittee and the City of Yakima WHEREAS, the Tree Top Bicycle Classic racing event has occurred each year in this community since 1986, and WHEREAS, the Tree Top Bicycle Classic is a notable event for the community which attracts a large number of local regional and national participants, and WHEREAS, the Tree Top Bicycle Classic is scheduled for May 5 and 6, 1990, and WHEREAS, the City of Yakima desires to participate in this worthwhile and notable activity, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager of the City of Yakima is hereby autho- rized and directed to execute the Tree Top Bicycle Race Memo- randum of Understanding between the Tree Top Race Committee and the City of Yakima, a copy of which Memorandum of Under- standing is attached hereto and by reference made a part hereof. \ 1 ADOPTED BY THE CITY COUNCIL this \ day of r i 1990. (;;IGN Mayor ATTEST: City Clerk (res "tree.top) • TREE TOP BICYCLE RACE MEMORANDUM OF UNDERSTANDING BETWEEN THE TREE TOP RACE COMMITTEE AND THE CITY OF YAKIMA PARKS AND RECREATION DIVISION REGARDING COORDINATION AND REGISTRATION ADMINISTRATION PREFACE The Tree Top Bicycle Classic began in 1986. It is a bicycle racing event that is of regional and national significance. It is also a notable event for the community. The event is primarily sponsored by Tree Top, Inc., Chinook Cycling Club, City of Yakima Parks and Recreation and Memorial Hospital, in that these four entities plan and implement all the activities to stage this event. Other sponsors give other kinds of support (i.e. financial, public relations, etc.) for this event. The event covers two days and has historically taken place the first weekend in May Day 1 (Saturday) features the Road Race. The Road Race consists of a variety of races over a twenty -two mile course beginning and ending at Eschbach Park, located northwest of Yakima. Day 2 (Sunday) features the "Criterium" which consists of races around a designated course in Yakima. The intent of this MEMORANDUM OF UNDERSTANDING is to clarify the City of Yakima, Parks & Recreation Division's involvement, responsibilities, and expectations regarding the Tree Top Bicycle Classic. REPRESENTATION: Tree Top's representative for coordinating the program shall be Wain Jackson, 697 -7251. Chinook Cycling Club's representative for coordinating the program shall be Mark Farsdahl, 248 -5220. The City's representative for coordinating the program shall be Debbie Kent, 575 -6020. I. THE CITY SHALL BE RESPONSIBLE FOR THE FOLLOWING: A. Pre -Race 1. Developing registration material and procedures, sending the material to Tree Top for type- setting, printing, and inclusion in the promotional packet. 2. Submit to Tree Top a list of office supplies for the registration process. 3. Handling or referring inquiries to the Race Director or other appropriate persons as necessary. 4. Provide mailing lists to Tree Top upon request. Mail registration information to inquiries as requested. 5. Registration of Participants: a. Receiving registrations and entry forms. b. Verifying the information is complete. c. Receipting registration, T- shirt, and other fees. d. Registration receipts to be included in entrants' race packet. e. Recording entrant data. f. Collecting additional information from entrant as necessary. g. Processing NSF checks, if necessary. h. Confirming the number and level of entrants. i. Assigning race numbers to entrants. 6. Coordinate with Tree Top the assembling of the materials and preparation of the pre - registered entrants' packets and extra packets for on -site registration. B. On Site /Race Day 1. Providing registration information to Race Director necessary to run each race, such as: specific entrant information, outstanding fees to be collected on -site, NSF checks, etc. 2. Providing staff to collect and process registration fees on -site for both race days. II. AS IT RELATES TO THE CITY'S FUNCTIONS REGARDING COORDINATION AND REGISTRATION, THE CITY REQUESTS THAT TREE TOP RACE COMMITTEE PROVIDE THE POLL OWING: A. Registration: 1. Provide supplies needed for the registration process. B. Fee Waivers: 1. Provide the City with an authorized list of all entrants whose fees have been waived. 2. On race days, designate one Committee member or Race Official with the authority to waive fees and make that person available to the registration staff. C. Insurance: On or before May 1, 1990, provide the City of Yakima a certificate of insurance with the City named insured, together with its agents, employees, and officers. Coverage shall be a minimum of $1,000,000 general liability with the City listed as named insured. The insurer will give the City twenty (20) days written notice of cancellation of insurance. F4 /Tr'BRMIOU - 2 - (4/20/90) III. FEES: A. Tree Top will reimburse the City of Yakima Parks and Recreation Division for all direct costs associated with this event up to a maximum of $2.50 per entry. B. In addition to direct cost reimbursement, the City of Yakima Parks and Recreation Division will receive an additional $4.00 late fee for every on-site registered entry including any entry whose fees were waived. IV. Payments and Billings A. The City will issue payment to the Tree Top Race Committee of all monies received to date by May 31, 1990. B. The City will bill Tree Top Race Committee for all appropriate fees and charges by May 31, 1990. C. Tree Top Race Committee will make payment by June 15, 1990. ' V. LIMITS: The responsibilities may be limited to those outlined in this memorandum unless otherwise specified and mutually agreed upon; however, the City of Yakima Parks and Recreation Division will do its utmost to see that its efforts contribute to the on-going success of this event. CITY OF YAKIMA Date: t/474° City Manager: or,}0.51°Icppe07 TREE TOP RACE DIRECTOR G c); Date: Race Director: / F4/TTBRMOU - 3 - (4/20/90) ACORID. CERTIFICAI c OF INSURANCE ISSUE DATE (MM /DD /YY) 03/28/90 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, Sedgtrl7 C k James of Naples EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW C. S. Box 413003 COMPANIES AFFORDING COVERAGE Naples, Fi. 33941 COMPANY Pittsburgh, PA LETTER A CODE SUB -CODE National Union Fire Ins. Co. COMPANY Pittsburgh, PA INSURED LETTER B National Union Fire Ins. Co. * *United States Cycling COMPANY LETTER C Federation, Inc. 1750 E. Boulder St. COMPANY L ETTER D Colorado Springs CO 80909 COMPANY E LETTER COVERAGES THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. c0 POLICY EFFECTIVE POLICY EXPIRATION p P . LI I S OUSANDS �V TR TYPE OF INSURANCE POLICY NUMBER DATE (MM /DD /YY) DATE (MM /DD /YY) LL A GENERAL LIABILITY GL5904847RA 1/01/90 1 /01 /91 GENERAL AGGREGATE $ 8000 X COMMERCIAL GENERAL LIABILITY PRODUCTS- COMP /OPS AGGREGATE $ 2400 CLAIMS MADE X OCCUR. PERSONAL & ADVERTISING INJURY $ OWNER'S & CONTRACTOR'S PROT EACH OCCURRENCE $ 1000 X SIR per event $85.000 per occurrence FIREDAMAGE(Anyonefire) $ 50 Participant Liability included MEDICALEXPENSE(Anyoneperson) $ Nil 0 AUTOMOBILE LIABILITY GL5904847RA 1 /01 /90 1 /01 /91 COMBINED ANY AUTO LIMIT SINGLE $ 1O00 ALL OWNED AUTOS BODILY INJURY $ SCHEDULED AUTOS (Per person) X HIRED AUTOS BODILY INJURY $ X NON -OWNED AUTOS (Per accident) GARAGE LIABILITY PROPERTY $ DAMAGE EXCESS LIABILITY EACH AGGREGATE OCCURRENCE $ $ OTHER THAN UMBRELLA FORM STATUTORY WORKER'S COMPENSATION $ (EACH ACCIDENT) AND $ (DISEASE— POLICY LIMIT) EMPLOYERS' LIABILITY $ (DISEASE —EACH EMPLOYEE) OTHE *United States Cycling Federation, National Off —Road Bicycle Association(NORBA), all Volunteers, Administrators, Officials, Coaches, member clubs, race organizations & promoters. DESCRIPTION OF OPERATIONS/ LOCATIONS /VEHICLES /FXc ' IM PECIAL ITEMS INSURED EVENT: ALL USCF SANC— TIONED EVENTS & ACTIVITIES FOR WHICH A PERMIT HAS BEEN OBTAINED. CERT # 1- 90- 1463 -1 CERTIFICATE HOLDER AS ADDITIONAL INSURED W /RESPECTS TO TREE TOP ROAD RACE, WA. MAY 5, 1990. CERTIFICATE HOLDER CANCELLATION SANCTION #90 -0511 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO CITY OF YAKIMA — IT'S AGENTS, MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE OFFICERS, & EMPLOYEES LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR C/O P 0 BOX 939 LIABILITY OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES YAKIMA, WA. 98907 AUTHORIZED REPRESENTATIVE ACORD 25•S 3/8 ©ACORD CORPORATION 1988 ; 3— 33 USCF 11S Cycle Ism U NI 11■1011 1. 11 ....., t 1 CYCLING FEDERATION ...p Jan Scholer 1 Director, Administrative Services APR j 0 1990 April 25, 1990 CI TAY E.GAL DEPT. Mr. John Vanek City Attorney City of Yakima 201 F Lincoln A ve. Yakima, WA 98901 Dear Mr. Vanek: Mr. Mark Farsdahl has been in contact with me regarding your request for verification that the U. S. Cycling Federation is responsible for the $25,000 SIR on our general liability policy. The SIR is the responsibility of the USCF, not of the club or any of the additional insureds which are added to the policy by means of a certificate of insurance. Should you have any questions, please do not hesitate to contact me. Sincerely, ( —SP■ 6- QQ-j \- ' J S L ector, Administrative Services 1750 E. Boulder, Colorado Springs, CO 80909 (719) 578 -4581 Telex #45 -2424 Group A Member United States Olympic Committee /1COit10. CERTIFICf1l1 OF INSURANCE ISSUE DATE 3 / 90 Y) PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, Pettit -Morry Co., Inc. EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW 520 Pike Street Seattle, WA 98101 COMPANIES AFFORDING COVERAGE COMPANY LETTER A Royal Insurance Co. Of America CODE SUB -CODE COMPANY S INSURED LETTER Tree Top, Inc. COMPANY LETTER C P.O. Box 248 Selah, WA 98942 COMPANY LETTER D COMPANY E LETTER COVERAGES THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. CO TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION ALL LIMITS IN THOUSANDS TR DATE (MM /DD /YY) DATE (1vIM /DD /YY) GENERAL LIABILITY GENERAL AGGREGATE $ 2000 A X COMMERCIAL GENERAL LIABILITY PST 109425 07 -01 -89 07-01 -90 PRODUCTS - COMP /0PS AGGREGATE $ 2000 CLAIMS MADE OCCUR. PERSONAL & ADVERTISING INJURY $ 1000 OWNER'S & CONTRACTOR'S PROT EACH OCCURRENCE $ 1000 FIRE DAMAGE (Any one fire) $ 50 MEDICAL EXPENSE (Any one person) $ 5 AUTOMOBILE LIABILITY COMBINED SINGLE $ ANY AUTO LIMIT ALL OWNED AUTOS - BODILY INJO1IY. $ SCHEDULED AUTOS ' + (Per person) HIRED AUTOS = } *.= BODILY INJURY $ NON -OWNED AUTOS � G (Per accident) GARAGE LIABILITY =. " PROPERTY DAMAGE EXCESS LIABILITY EACH AGGREGATE OCCURRENCE OTHER THAN UMBRELLA FORM WORKER'S COMPENSATION • STATUTORY $ (EACH ACCIDENT) AND $ (DISEASE— POLICY LIMIT) EMPLOYERS' LIABILITY $ (DISEASE —EACH EMPLOYEE) OTHER DESCRIPTION OF OPERATIONS / LOCATIONS /VEHICLES /RESTRICTIONS /SPECIAL ITEMS Policy excludes injury to athletic participantes It is agreed that the certificate holders will be added as an additiional insured for the 1990 CERTIFICATE HOLDER CANCELLATION City of Yakima SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE 129 North Second St EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO Yakima, WA 98901 MAIL 60 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE Atten: John Vanek LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED R TATIVE , :,'s ACORD 25 -S (3/88) k•A • `D CORPORATION 1988