CM-2022-065 - 3/18/2022At ROUND ROCK 0
FACILITY USE AGREEMENT
City of Round Rock PARR
Spring of 2022
User Group: PARD
Event Name: Volleyball
Campus: Ridegeview MS, Hopewell MS
Contact Name: Jeanne Uhrig, Brooke Davis
Address: 221 East Main St.
City, State, Zip: Round Rock, Tx 78664
Phone: 512-671-2881
Email address: Bcollins@roundrocktexas.gov, jjeffries@roundrocktexas.gov
Agreement: This Facility Use Agreement is entered into by and between Round Rock Independent School District
(RRISD or District) and the User Group (User) identified above. The District and the User may hereafter be referred to
individually as a "Party" or collectively as the "Parties". The Agreement, including all Attachments and Exhibits attached
hereto and incorporated herein for all purposes (collectively, the "Agreement"), is a license for User to beneficially
occupy the District's facilities described on Exhibit 'B' during the times and for the purpose stated herein. This
Agreement shall become effective upon its execution and shall remain in effect until the fulfillment of all considerations
set forth herein including receipt of payment for all fees set out on Exhibit '13%
The undersigned User understands that RRISD facilities are reserved each day and at all times for use by RRISD students,
per Board Policy GKD, "Non -school Use of School Facilities". The User is granted a license to only use the facilities set
out on Exhibit `B'.
Liability Insurance: User is required to purchase and hold effective Liability Insurance as described on Exhibit
`C'. User will not be allowed to occupy the District's facilities until the District has received User's Certificate
of Insurance. User will indemnify and hold harmless the Round Rock Independent School District and its
officers, agents and employees from all claims, causes of action and judgments for the injury or death of any
person in the damage to property that arise, directly or indirectly, from the intentional or negligent act or
omission of User or the officers, agents, employees, guests and invitees of User during the use or occupancy of
RRISD facilities by User. See Liability Insurance Exhibit 'C'
Conditions of Use:
1. User agrees to use the facility only at the times and for the purposes stated on Exhibit 'B' as well as
meet all RRISD requirements and payment of fees set out set out herein and on Exhibit `B'.
2. Use of RRISD facility is conditioned upon the requirements set out in policies and regulations of
RRISD governing facility use, each of which policy and regulation is incorporated in this license
agreement.
3. User agrees to comply with all applicable policies and regulations of RRISD, laws and regulations of
the City and County of location, State of Texas and of the United States.
4. Limitations on RRISD responsibility:
a) Each RRISD facility is licensed for use in its current AS IS, WHEREAS condition, subject to
all faults and defects, whether known or unknown to RRISD or User.
b) Interruption or loss of use of the RRISD facility based on such events as adverse weather, loss
of utilities, acts beyond the control of RRISD, negligence or other action or inaction by
RRISD or its officers and employees or other similar causes shall not cause any liability to
RRISD other than a refund of any fees paid to RRISD for use of the facility at the time
Facility Use Agreement Ver.4 812017
City of Round Rock PARR Spring 2022
Page 1 of 6
At ROUND ROCK Q Q
scheduled, subject to a deduction by RRISD for expenses actually incurred prior to the
interruption or loss of use.
5.Only the uses permitted by RRISD in this Agreement shall be conducted on the RRISD facility. The
User may bring in only the personal property (such as lights, sound systems, sports equipment, food,
beverages, and other similar items) specifically permitted by RRISD,
6. If required by RRISD, and User is so notified prior to the execution of the Agreement, User will at its
cost provide security personnel approved in advance by RRISD to provide for security and safety of
persons during the use of the RRISD facility.
7. In the event User cancels the use of the facility, User will be entitled to a refund of fees paid for the
planned use if (1) such cancellation is received 48 hours prior to the planned event in writing and (2)
to the extent that RRISD has lost revenue because of being unable to license the use of the facility to
other parties; no refund will be granted. Where the District has incurred actual direct expenses to
accommodate the User's event, such expenses will be become due to the District and may be
deducted from fees, if any, previously paid to the District.
8. District policy requires that District employees open and close facilities for after-hours usage and to
remain on site for emergency purposes as well as insure positive behavior of Users. In the event that
the District cannot secure the staff necessary to open and close the facility, the District reserves the
right to cancel the Agreement with a 60 day notice.
Force Majeure: Notwithstanding the foregoing, in the event of a fire (except fires caused, accelerated, or
contributed to, by User or User's participants), flood, earthquake or other acts of nature, war, terrorism, civil
disorder, or curtailment of transportation facilities; and where such uncontrollable events result in the inability of
the User to safely hold the planned event, the obligations of each party to the other under this agreement shall be
completely cancelled and deemed null and void and neither party shall have any further obligation to the other
hereunder. Exception for multiday events: The District will be compensated for each full day of usage not
cancelled. Compensation will be prorated at the daily rental rate.
Exhibits and Attachments:
Exhibit `A': Additional Facility Usage Rules and Guidelines
Exhibit `B': Facility Use Needs Request
Exhibit `C': Liability Insurance
IN WITNESS WHEREOF, the Parties have caused this Agreement to be duly executed.
&,4. L`1-ki fil-41i.4 cy
i itia ��
Round Rock Independent School District,
OwW Mwdebe k JR (Mar 1, 202210c29 CST)
Signature
David Hoedebeck
Director, Department of Maintenance
3/8/22
Date
NOTE: In case of Emergency or late cancellation, please call the on call number: 512-464-4444
Facility Use Agreement Ver.4 812017
City of Round Rock PRRD Spring 2022
Page 2of6
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EXHIBIT A
Additional Facility Usage Rules and Guidelines
• Last minute cancellations need to be received by the on call technician a minimum of two hours prior to the
event to allow time for the cancellation of personnel and HVAC. If two hours notice is not given, full charges
for the event will apply.
• Event organizers shall cooperate with Energy Management to make a good faith estimate in professional security
needs dependent on event size and volatility. This is also to ensure that all activities shall be orderly and lawful,
as well as to ensure proper audience deportment. Energy Management will make the final determination, and
will make the necessary arrangements while the event may be billed as necessary,
• The sponsoring business/organization is responsible for its staff and patrons during the entire time on site.
• The sponsoring organization/business is responsible for compensation to the following at each of the different
types of facilities:
❑ Site Facilitator (RRISD staff)
❑ Custodial Staff (RRISD staff)
❑ Security (provided by RRISD staff if needed)
• Any groups that intend to film or photograph at RRISD facilities must contact the Community Relations
Department for approval before any rental is considered.
• Participants and audience members are not to be admitted to the facility until at least one event organizer/sponsor
is present.
• The number of participants may not exceed the authorized capacity of the facility.
• Participation shall not discriminate against persons because of age, race, color, creed, religion, disability, gender,
ethnic or national origin, or veteran status. RRISD prohibits discrimination against individuals with disabilities
and events must reasonably accommodate applicants with a disability, upon request.
• Organizations shall comply with all federal, state, and local laws, regulations, policies, and licensing
requirements.
• If required by RRISD, User will at its cost, provide security personnel approved in advance by RRISD to provide
for security and safety of persons during the use of the RRISD facility,
• RRISD specifically prohibits the consumption, sale or advertisement of all alcohol and tobacco products on
school district property. Any violation of this policy shall allow the Round Rock Independent School District to
make null and void and remaining usage covered by this agreement.
• All user groups shall be held responsible for reimbursing the cost of damage, loss, or excessive cleaning charges
incurred through their use of the facility. Recurring losses or damages may result in the loss of use of privileges
by the responsible organization.
• Groups are responsible for assisting in the cleanup of the facility and the removal of all materials that they
brought. Event organizers should confirm with Site Facility Supervisors that the building is in a neat and orderly
condition before leaving.
• An additional supplement for athletic facilities and/or the performing art centers may be required.
• Organization understands that anything with an open flame is PROHIBITED. This would include candles,
incense etc.
• Organizations understands that if first responders (police, fire) are called, organization will be charged for fees
associated with false calls or negligence.
Facility Use Agreement Ver.4 812017 Page 3 of 6
City of Round Rock PARD Spring 2022
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AMENDED 3.!8;i22
Exhibit B
Facility Use Needs Request for Youth Volleyball
Spring of 2022
Campus / Facility: Ridgeview Middle School
Area to be used: Gymnasium and Restrooms
PRACTICES:
Days of Week used: Tuesday, Wednesday and Friday
Dates of Use;
February
28
1 practice
6:OOpm to 9:O0pm
March
1,3,4,7,10,14,15,18,21,22,24,25,28,29
14 practices
6:00pm to 9:00pm
April
1,4,5,7,8,11,12,14,15,18,19,20,21,25,26,27,28,29
18 practices
6:00pm to 9:O0pm
May
2,3,4,5,6,9,10,11,12,13„17,20,
12 practices
6:OOpm to 9:O0pm
Practice Fees:
Youth sports $30 per participant per season (roster submission required) roster #s required
Site Supervisor $30 per hour, 45 practices x 3 hours =135 hours $4,050.00
Total of Practice fees
GAMES:
Days of Week used: Saturday
Dates of Use:
April 2, 9, 16, 30 8:00am to 7:00pm
May 7, 14, 21 8:OOam to 7:OOpm
Game Fees:
Gym Rental* $60 per hour, 7 games x 11 hours = 77 hours $4,620.00
Site Supervisor $30 per hour, 7 games x 11 hours = 77 hours $2,310.00
Total of Game Day Fees $6,930.00
RRISD Equipment to be Used:
User's Equipment to be Used:
*Gym rental fee of $60 per hour includes 1 custodian. Additional custodians will be at $30 per person, per hour.
Facility Use Agreement Ver.4 812017 Page 4 of 6
City of Round Rock PARD Spring 2022
A, ROUND ROCK 0010
Facility Use Needs Request for Youth Volleyball
Spring 2022
Campus I Facility: Hopewell Middle School
Area to be used: Gymnasium and Restrooms
PRACTICES:
Weekdays
Dates of Use:
March 3, 4, 10, 22, 24, 25, 29, 31 8 Practices 6:00pm to 9:00pm
April 1,5,7,8,12,14,15,19,21,22,26,28,29 13 Practices 6:00pm to 9:00pm
May 3, 5, 6,10,12,13,17,19,20 9 Practices 6:00pm to 9:00pm
Practice Fees:
Youth sports $30 per participant per season (roster submission required) roster #s required
Site Supervisor $30 per hour, 30 practices x 3 hours = 90 hours 2$ ,700.00
Total of Practice fees total based on Roster
GAMES:
Days of Week used: Saturday
Dates of Use:
March 26 8:00am to 7:00pm
April 2, 9, 23, 30 8:00am to 7:00pm
May 7, 14, 21 8:00am to TOOpm
Game Fees:
Gym Rental* $60 per hour, 8 games x 11 hours = 88 hours $5, 280.00
Site Supervisor $30 per hour, 8 games x l l hours = 88 hours 2$ . 640.00
Total of Game Day Fees $7,920.00
RRISD Equipment to be Used:
User's Equipment to be Used:
*Gym rental fee of $60 per hour includes 1 custodian. Additional custodians will be at $30 per person, per hour.
Facility Use Agreement Ver.4 812017 Page 5 of 6
City of Round Rock PARR Spnng 2022
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Round Rock Independent School District
Exhibit C
Liability Insurance
User group(s) shall purchase, provide and keep in effect during the use period licensed pursuant to
this regulation a liability insurance policy, or rider to an existing policy, naming as additional insured
"Round Rock Independent School District, its officers, employees and agents," which will provide
coverage in the amount of $500,000 for property damage and $1,000,000 per person and $1,000,000
per occurrence for personal injury (including death). Coverage provided by such policy or rider must
apply to the death or injury of any person and the damage to property that result, directly or
indirectly, from the intentional or negligent act or omission of user's officers, agents, employees,
guests, or invitees during the use or occupancy of District premises. Such insurance shall be with an
insurance company or companies authorized to do business in Texas, under policy or policies
acceptable to the District and provided no later than 14 calendar days prior to the use. The User must
provide the District with a certificate of insurance attesting the existence of a policy or policies
providing coverage required, or, if requested, by the District a certified copy of the policy or policies.
If a policy contains deductible provisions, user shall be responsible for payment of the deductible
amount for any claim(s).
Facility Use Agreement Ver.4 812017 Page 6 of 6
City of Round Rack PARD Spring 2022
City of Round Rock
JRUT ROCK
XAS Agenda Item Summary
Agenda Number:
Title: Consider executing a Facility Use Agreement with Round Rock ISD for use of
gyms by the Parks and Recreation Department for the spring volleyball season.
Type: City Manager Item
Governing Body: City Manager Approva
Agenda Date: 3/18/2022
Dept Director: Rick Atkins, Director
Cost: $25,000.00
Indexes: General Fund
Attachments: PARD Spring Volleyball Contract Multi Campus_encrypted, LAF - Facility Use
Agreement with RRISD (spring volleball) 03 09 22
Department: Parks & Recreation
Text of Legislative File CM-2022-065
This agreement is for use of RRISD gymnasiums for the 2022 Spring Girls Volleyball League. Round Rock
PARD schedules practices and games at CMRC and various RRISD gymnasiums to accommodate the 250+
girls that participate in the
program. This agreement will include expenses for the RRISD gym rental and on -site RRISD facility
supervisor as well as custodial services.
Cost: $25,000.00
Source of Funds: General Fund
City of Round Rock Page 1 of 1