HomeMy WebLinkAboutRes 2009-08-04 Approving Private Tournaments Usage Policies, Regulations.pdfCITY OF ANNA, TEXAS
RESOLUTION NO. 2009..oS..Q4
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANNA, TEXAS,
APPROVING THE CITY OF ANNA, PRIVATE TOURNAMENTS OR SINGLE GAME
USAGE POLICIES, REGULATIONS AND FORM OF CONTRACT
WHEREAS, the City of Anna has received inquiries for organizations about using the
ball fields at Slayter Creek Park for private tournaments or single games; and,
WHEREAS, the City of Anna City Council ("City Council") desires to allow the athletic
fields at Slayter Creek Park to be reserved for such tournaments or single games; and,
WHEREAS. the City Council finds that it is in the best interest of the City to establish
usage policies, regulations. and the form of a contract for private tournaments or single
game reservations of the athletic fields at Slayter Creek Park; and.
WHEREAS, the policies, regulations, and form of contract will only apply to reservations
requested by organizations that do not have a facilities use agreement with the City;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
ANNA, TEXAS THAT:
Section 1. Recitals Incorporated
The recitals set forth above are incorporated herein for all purposes as if set forth in full.
Section 2. The City of Anna, Private Tournaments or Single Game Usage Policies,
Regulations and form of Contract are hereby approved.
Section 3. The City Manager is authorized to modify or add to such regulations in the
future provided that same are consistent with and enforceable under existing City
ordinances and policies.
PASSED by the City Council of the City of Anna, Texas, on this 2511'1 day of August,
2009.
ATTEST:
CITY OF ANNA
PRIVATE TOURNAMENTS OR SINGLE GAME USAGE
POLICIES, REGULATIONS AND CONTRACT
The City of Anna will make the athletic fields at Slayter Creek Park available for private
tournaments and single game rentals provided that the sponsor adheres to all guidelines, rules and
regulations set herein.
1. The athletic fields at Slayter Creek Park may be reserved for non-City sponsored
tournament play or single game use. A minimum of ten calendar days must be given
prior to the requested date. A contract must be completed by a representative of the
sponsoring organization for each event held at Slayter Creek Park.
2. Tournaments or single game rentals may be scheduled only when it does not conflict
with previously scheduled league play, City use, City-sponsored events, or other
contractual commitments. Game times on Saturdays and Sundays may start no
earlier than 8:00 a.m. and game times on weekdays may start no earlier than 4:00
p.m. Games must be completed by 11 :00 p.m. If weather causes a delay in the
tournament, the City Manager's representative may waive the game completion
curfew. The tournament director is responsible for obtaining permission to extend
the curfew as soon as the weather condition causes a delay in the tournament. Last
minute curfew extension requests will not be granted. The game completion curfew
will not be extended for single game rentals. If weather causes a significant delay in
a single game rental, it will be rescheduled or the rental fee will be refunded.
3. A deposit of $200.00 for each tournament or single game rental is required to reserve
any field at Slayter Creek Park for a tournament or event sponsored by an entity or
organization that does not have a facilities use agreement with the City. Payment of
the deposit is required at the time that the tournament is booked. There will be no
reservations of fields without payment of the deposit. Reimbursement of the deposit,
if applicable, will be made by check approximately two weeks after the tournament.
If the sponsoring organization wishes to cancel their reservation for a tournament or
single game, they must contact the City no later than 72 hours prior to the start of
their rental in order for their deposit to be refunded.
4. A rental fee of $100.00 for residents and $150.00 for non-residents per day for each
field used on a Saturday or Sunday will be charged to the sponsoring organization. A
rental fee of $50.00 for residents and $75.00 for non-residents per week day (Monday
through Friday) for each field used will be charged to the sponsoring organization.
Payment of the rental fee is required at least 72 hours prior to the event. Failure to
pay the rental fee by 72 hours in advance may result in the cancellation of the
contract and the event. The City Manager or his designee shall make any necessary
determinations about which fee amount applies.
5. Anyone wishing to reserve a field to host a single game on any day of the week when
fields are available will be charged a $50.00 for residents and a $75.00 for non
residents rental fee. Payment of the rental fee is required at least 72 hours in advance
of the rental. Failure to pay the rental fee by 72 hours in advance may result in the
cancellation of the contract and the event. The City Manager or his designee shall
make any necessary determinations about which fee amount applies.
6. Field maintenance provided by the City of Anna generally includes mowing, weed
control, fertilizing and herbicide spraying of the turf areas of the two lighted ball
fields and the multi-purpose fiel~ and mowing only of the two non-lighted ball
fields. However, the City does not guarantee that such maintenance will have been
completed for any given rental. Maintenance and preparation of the infields is not
provided by the City of Anna. No maintenance of any kind by any sponsoring
organization or other non-City-performed maintenance is permitted, except that a
sponsoring organization may prepare the infield areas prior to the scheduled event,
with written permission from the City Manager or his designee. Bases must be
provided by the sponsoring organization.
~ • -1'--- -----.. -----1'--.,1 ~-e ~--.-.
D. Please deposit litter in trash receptacles.
E. No alcoholic beverages are allowed.
9. League games and events sponsored by the City of Anna or by an organization with
whom the City has a facilities use agreement have priority in the event make-up
games are required.
10. The tournament sponsor must submit a final tournament bracket to the City at least
48 hours prior to the start of the tournament.
11. The sponsor shall be responsible for picking up all trash and placing it in the
appropriate trash receptacles. Failure to pick up trash could result in losing all or part
of the deposit fees.
12. The sponsoring organization is responsible for the conduct of its teams, players and
spectators. The sponsoring organization may be charged in excess of the deposit for
any damages that occur as a result of, arise from, or grow out of or in connection with
the tournament or game. The sponsoring organization will be charged the
replacement price for all lost or damaged equipment. Any sponsoring group and all
persons associated with the tournament or game will not be allowed to rent City of
Anna facilities until the damages have been paid for. Also, the City of Anna reserves
the right to not allow any group to reserve the athletic fields and facilities at Slayter
Creek Park who has in the past caused damage to the facilities or did not provide
proper security for their event or a situation occurred that the City of Anna deems
inappropriate to occur on their premises.
13. The sponsoring organization is responsible for providing proper security for their
event. If any situation occurs that the City of Anna deems inappropriate to take place
on their facilities, the City of Anna may refuse to rent their facilities to that
sponsoring organization or anyone associated with that sponsoring organization.
14. A representative from the City of Anna will determine if fields are playable in the
event of inclement weather. If a tournament or single game rental is cancelled for
inclement weather before play begins, the sponsoring organization will be allowed to
reschedule the tournament when there is an available date(s) or receive a full refund.
If a tournament or single game rental is cancelled due to inclement weather while in
progress, the sponsoring organization will be allowed to complete the tournament or
game when there an available date(s) or receive a pro-rated refund.
CONTRACT
Sponsoring, Organization Name of the Person Representing the
Sponsoring Organization
Facility and Fields Requesting Street Address
City, State and Zip Code
Home Phone Number of Representative
Date(s) and Times Requesting:
Business Phone of Representative
Cellular Phone of Representative
In consideration for being able to rent ____---::---:--_________--"
(facility)
I hereby for myself and for my organization, waive and release any and all rights for claims that I
have or may arise in the future against the City of Anna or co-sponsoring agencies or any agents
of the City of Anna. I realize that if any unsafe conditions are present at the facilities that I have
rented, that I have the right to cancel the event and receive a full refund. If I or any agent
associated with the tournament sponsoring organization permit play to begin, I or the tournament
sponsoring group's agent has deemed the facility to be in good condition. I will notifY each
player, coach, team, official and infonn them that the City of Anna is not responsible for any and
all injuries or losses that may occur at the event listed above. I have read this waiver and the
rules for renting the above listed facility. I agree to abide by all of the rules and provisions listed
on the preceding pages. I also agree to all provisions of this waiver. My signature indicates
agreement to all terms of this contract. I further understand and agree that this contract does
not contain terms for providing--and does not require me or any of the participants of
any tournament, game, or event to provide--any goods or services to the City.
Sponsoring Organization
Signature of Sponsoring Organization's
Representative Indicating Agreement with all Provisions of the Contract