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CM-13-06-085ROUND ROCK, TEXAS NINFUSL IWWOft r!OSPFRFr< City of Round Rock Agenda Item Summary Agenda Number: Title: Consider executing a Park Rental Agreement with Williamson County, Texas for use of their County facilities. Type: City Manager Item Governing Body: City Manager Approval Agenda Date: 6/14/2013 Dept Director: Cost: Indexes: Hotel Occupancy Tax Fund Attachments: 06-14-2013_CM_Approval_7on7 Park Rental Agreement Text of Legislative File CM -13-06-085 The Convention and Visitors Bureau was awarded the opportunity to host the 2013 7 on 7 Flag Football Tournament. This event supports our tourism industry, as well as our "Sports Capital of Texas" branding campaign. The Sports Capital of Texas recommends approval City of Round Rock Page 1 Printed on 6/14/2013 CONTRACT APPROVAL FORM FOR CITY MANAGER ACTION Required for Submission of Specific City Manager Items Department Name: Convention and Visitors Bureau (CVB) Project Mgr/Resource: Nancy Yawn El City Manager Approval CMA Wording Project Name: Park Rental Agreement ContractorNendor: Williamson County, Texas Consider executing a Park Rental Agreement with Williamson County, Texas for use of their County facilities. Approval X❑ Employee EE BowdenDate May 30, 2013 Notes/Comments Seven on Seven Championship Tournament July 11-13, 2013 Southwest Williamson County Regional Park Williamson County costs: Initial Field Set-up (one time cost) Lining / paint $1,960 Labor $1,800 Dumpster and trash pickup $1.500 Subtotal $5,260 Daily Costs Game fields (20) $2,000 Pavilions (2) $50 Parking (1000 spaces) $1,000 Security (2 Officers -10 hour shifts - cost per day) $800 Subtotal costs per day $3,850 Field Damage / Restoration Labor & Materials (with any necessary assistance from the City of Round Rock $ (TBD) Subtotal $ (TBD) Totals: Initial setup costs $5,260 Daily costs for a 3 day event $11,550 Field Damage /Restoration $ (TBD) Grand Total $16,810 *Rain policy - Play may be cancelled on fields that are too saturated for play. October 12, 2012 Randy Bell Parks Director Williamson County Parks and Recreation Department 219 Perry Mayfield Leander, Texas 78641 512=94349 randybell@ wilco.org http://parks.wilco.org C!`A-16--00 -6SS • WILLIAMSON COUNTY 1846 Rental Contract / Permit Printed: 31 May 2013, 11:58 AM User: bbonner Contract #: 11631 Date: 29 May 2013 User: bbonner Status: Tentative Williamson County Parks and Recreation, 219 Perry Mayfield Leander Texas 78641 hereby grants City of Round Rock (hereinafter called the "Licensee") represented by Steve Norwood, permission to use the Facilities as outlined, subject to the Terms and Conditions of this Agreement contained herein and attached hereto all of which form part of this Agreement. i) Purpose of Use ii) Conditions of Use iii) Date(s) and Time(s) of Use Facility/Equipment Day SWWCP - Pavilion Playscape Thu -A SWWCP - Pavilion Railroad - Thu B SWWCP - Soccer Field 01 SWWCP - Soccer Field 02 SWWCP - Soccer Field 03 SWWCP - Soccer Field 04 SWWCP - Soccer Field 05 SWWCP - Soccer Field 07 SWWCP - Soccer Field 08 SWWCP - Soccer Field 09 SWWCP - Soccer Field 10 SWWCP - Soccer Field 11 SWWCP - Parking Lot SWWCP - Pavilion Playscape -A SWWCP - Pavilion Railroad - B SWWCP - Soccer Field 01 SWWCP - Soccer Field 02 SWWCP - Soccer Field 03 SWWCP - Soccer Field 04 SWWCP - Soccer Field 05 SWWCP - Soccer Field 07 SWWCP - Soccer Field 08 SWWCP - Soccer Field 09 SWWCP - Soccer Field 10 SWWCP - Soccer Field 11 SWWCP - Parking Lot SWWCP - Pavilion Playscape -A SWWCP - Pavilion Railroad - B SWWCP - Soccer Field 01 SWWCP - Soccer Field 02 SWWCP - Soccer Field 03 SWWCP - Soccer Field 04 Soccer/Football Tournament 7 x 7 Football Tournament 1. 20 (7 x 7 Football fields), 2 playing fields on one field; correct dimensions given to park staff to ensure fields are Tined properly. 2. Rain policy - play may be cancelled on fields that are too saturated for play and/or damage would occur if used. 3. TBD- Field damage/restoration of fields. 4. Security is not reflected in contract; it will be provided by toumament organizers. # of Bookings: 39 Starting: Thu 11 Jul 13 08:00 AM Expected: 0 Ending: Sat 13 Jul 13 10:00 PM Start Date Start lime End Date 11 Jul 2013 08:00 AM 11 Jul 2013 11 Jul 2013 08:00 AM 11 Jul 2013 Thu 11 Jul 2013 08:00 AM 11 Jul 2013 Thu 11 Jul 2013 08:00 AM 11 Jul 2013 Thu 11 Jul 2013 08:00 AM 11 Jul 2013 Thu 11 Jul 2013 08:00 AM 11 Jul 2013 Thu 11 Jul 2013 08:00 AM 11 Jul 2013 Thu 11 Jul 2013 08:00 AM 11 Jul 2013 Thu 11 Jul 2013 08:00 AM 11 Jul 2013 Thu 11 Jul 2013 08:00 AM 11 Jul 2013 Thu 11 Jul 2013 08:00 AM 11 Jul 2013 Thu 11 Jul 2013 08:00 AM 11 Jul 2013 Thu 11 Jul 2013 08:00 AM 11 Jul 2013 Fri 12 Jul 2013 08:00 AM 12 Jul 2013 Fri 12 Jul 2013 08:00 AM 12 Jul 2013 Fri 12 Jul 2013 08:00 AM 12 Jul 2013 Fri 12 Jul 2013 08:00 AM 12 Jul 2013 Fri 12 Jul 2013 08:00 AM 12 Jul 2013 Fri 12 Jul 2013 08:00 AM 12 Jul 2013 Fri 12 Jul 2013 08:00 AM 12 Jul 2013 Fri 12 Jul 2013 08:00 AM 12 Jul 2013 Fri 12 Jul 2013 08:00 AM 12 Jul 2013 Fri 12 Jul 2013 08:00 AM 12 Jul 2013 Fri 12 Jul 2013 08:00 AM 12 Jul 2013 Fri 12 Jul 2013 08:00 AM 12 Jul 2013 Fri 12 Jul 2013 08:00 AM 12 Jul 2013 Sat 13 Jul 2013 08:00 AM 13 Jul 2013 Sat 13 Jul 2013 08:00 AM 13 Jul 2013 Sat 13 Jul 2013 08:00 AM 13 Jul 2013 Sat 13 Jul 2013 08:00 AM 13 Jul 2013 Sat 13 Jul 2013 08:00 AM 13 Jul 2013 Sat 13 Jul 2013 08:00 AM 13 Jul 2013 End Time Fee XFee Tax Total 07:30 PM $25.00 $0.00 $0.00 $25.00 07:30 PM $25.00 $0.00 $0.00 $25.00 07:30 PM $200.00 ,960.00 $0.00 $2,160.00 07:30 PM $200.00 ,800.00 $0.00 $2,000.00 07:30 PM $200.00 ,500.00 $0.00 $1,700.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 10:00 PM 1,000.00 $0.00 $0.00 $1,000.00 07:30 PM $25.00 $0.00 $0.00 $25.00 07:30 PM $25.00 $0.00 $0.00 $25.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 10:00 PM 1,000.00 $0.00 $0.00 $1,000.00 07:30 PM $25.00 $0.00 $0.00 $25.00 07:30 PM $25.00 $0.00 $0.00 $25.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 07:30 PM $200.00 $0.00 $0.00 $200.00 Page: 1 Printed: 31 May 2013, 11:58 AM User: bbonner Rental Contract / Permit Contract #: 11631 Date: 29 May 2013 User: bbonner Status: Tentative SWWCP - Soccer Field 05 Sat 13 Jul 2013 08:00 AM 13 Jul 2013 07:30 PM $200.00 $0.00 $0.00 $200.00 SWWCP - Soccer Field 07 Sat 13 Jul 2013 08:00 AM 13 Jul 2013 07:30 PM $200.00 $0.00 $0.00 $200.00 SWWCP - Soccer Field 08 Sat 13 Jul 2013 08:00 AM 13 Jul 2013 07:30 PM $200.00 $0.00 $0.00 $200.00 SWWCP - Soccer Field 09 Sat 13 Jul 2013 08:00 AM 13 Jul 2013 07:30 PM $200.00 $0.00 $0.00 $200.00 SWWCP - Soccer Field 10 Sat 13 Jul 2013 08:00 AM 13 Jul 2013 07:30 PM $200.00 $0.00 $0.00 $200.00 SWWCP - Soccer Field 11 Sat 13 Jul 2013 08:00 AM 13 Jul 2013 07:30 PM $200.00 $0.00 $0.00 $200.00 SWWCP - Parking Lot Sat 13 Jul 2013 08:00 AM 13 Jul 2013 10:00 PM 1,000.00 $0.00 $0.00 $1,000.00 iv) Additional Fees Extra Fee - Bookings Hours Quantity Charge Tax Total Cleaning Cost 11:30 1 $1,500.00 $0.00 $1,500.00 Field Preparation 23:00 2 $3,760.00 $0.00 $3,760.00 34:30 3 $5,260.00 $0.00 $5,260.00 v) Payment Method Rental Fees Extra Fees Tax Rental Total Damage Deposit Total Applied Balance Current $9,150.00 $5,260.00 $0.00 $14,410.00 $0.00 $0.00 $14,410.00 $0.00 Balance of rental due and payable immediately. vi) Other Information Page: 2 Printed: 31 May 2013, 11:58 AM User: bbonner Rental Contract / Permit Contract #: 11631 Date: 29 May 2013 User: bbonner Status: Tentative vii) Additional Notes Parking Lot - SWWCP Pavilion Playscape - A - SWWCP RULES: 1. For safety reasons, glass containers are NOT allowed in the park 2.Pets are to be on a 6' leash & cleaned up after them. 3. Activities must be approved with Park department, (Petting zoos, pony rides, inflatable items), to accommodate requests. 4. Confetti or like items -not permitted. Clean up area reserved. A clean up fee will be charged if not cleaned properly. 5. Use of a PA system and/or loud music approved prior to use.6. Park in designated parking spaces. 7. a) A two week's cancellation notice must be given prior to booking date for a refund to be processed. b) Weather related cancellations (extreme conditions only), requires Park Manager approval. c) Admin -fee may apply. d) Credits will be cleared after 5 business days. 8. Weddings/Family Reunions/Special Events/Scout Troops must meet with park staff to discuss details of event to determine extra fees and accommodations. 9. Fire warnings: open grills/fires not permitted.10. Seats up to 40 people. Pavilion Railroad - B - SWWCP RULES: 1. For safety reasons, glass containers are NOT allowed in the park 2.Pets are to be on a 6' leash & cleaned up after them. 3. Activities must be approved with Park department, (Petting zoos, pony rides, inflatable items), to accommodate requests. 4. Confetti or like items -not permitted. Clean up area reserved. A clean up fee will be charged if not cleaned properly. 5. Use of a PA system and/or loud music approved prior to use.6. Park in designated parking spaces. 7. a) A two week's cancellation notice must be given prior to booking date for a refund to be processed. b) Weather related cancellations (extreme conditions only), requires Park Manager approval. c) Admin -fee may apply. d) Credits will be cleared after 5 business days. 8. Weddings/Family Reunions/Special Events/Scout Troops must meet with park staff to discuss details of event to determine extra fees and accommodations. 9. Fire warnings: open grills/fres not permitted.10. Seats up to 40 people. Soccer Field 01 - SWWCP 1. Fields too saturated for play will be cancelled. 2. Extra fees include: security, dumpster, staff, field prep, lights, parking, score boxes, press box, electricity, clean up, &/or expenses used by Parks for booking. Contact staff to determine fees. 3. Park in 'Designated parking areas'. 4. a) 5K/Bike Rides/other special events that need approval of other entities (cities, Sheriff, TxDot, and Other agencies), must be completed before using facility. b) Insurance is required. 5. Concessionaire will be notified of your event. 6. Selling/Operating classes must have Park approval & % due to WC. 7. a) Two week's cancellation notice must be given prior to booking for a refund to be processed. b) Weather related cancellations (extreme conditions only), requires Park Manager approval. c) Credits will be cleared after 6 months. d) Admin -fee may apply. 8. Burn Ban: no open grills permitted. Soccer Field 02 - SWWCP 1. Fields too saturated for play will be cancelled. 2. Extra fees include: security, dumpster, staff, field prep, lights, parking, score boxes, press box, electricity, clean up, &/or expenses used by Parks for booking. Contact staff to determine fees. 3. Park in 'Designated parking areas'. 4. a) 5K/Bike Rides/other special events that need approval of other entities (cities, Sheriff, TxDot, and Other agencies), must be completed before using facility. b) Insurance is required. 5. Concessionaire will be notified of your event. 6. Selling/Operating classes must have Park approval & % due to WC. 7. a) Two week's cancellation notice must be given prior to booking for a refund to be processed. b) Weather related cancellations (extreme conditions only), requires Park Manager approval. c) Credits will be cleared after 6 months. d) Admin -fee may apply. 8. Burn Ban: no open grills permitted. Soccer Field 03 - SWWCP 1. Fields too saturated for play will be cancelled. 2. Extra fees include: security, dumpster, staff, field prep, lights, parking, score boxes, press box, electricity, clean up, &/or expenses used by Parks for booking. Contact staff to determine fees. 3. Park in 'Designated parking areas'. 4. a) 5K/Bike Rides/other special events that need approval of other entities (cities, Sheriff, TxDot, and Other agencies), must be completed before using facility. b) Insurance is required. 5. Concessionaire will be notified of your event. 6. Selling/Operating classes must have Park approval & % due to WC. 7. a) Two week's cancellation notice must be given prior to booking for a refund to be processed. b) Weather related cancellations (extreme conditions only), requires Park Manager approval. c) Credits will be cleared after 6 months. d) Admin -fee may apply. 8. Burn Ban: no open grills permitted. Soccer Field 04 - SWWCP Page: 3 Printed: 31 May 2013, 11:58 AM User: bbonner Rental Contract 1 Permit Contract #: 11631 Date: 29 May 2013 User: bbonner Status: Tentative 1. Fields too saturated for play will be cancelled. 2. Extra fees include: security, dumpster, staff, field prep, lights, parking, score boxes, press box, electricity, clean up, &/or expenses used by Parks for booking. Contact staff to determine fees. 3. Park in 'Designated parking areas'. 4. a) 5K/Bike Rides/other special events that need approval of other entities (cities, Sheriff, TxDot, and Other agencies), must be completed before using facility. b) Insurance is required. 5. Concessionaire will be notified of your event. 6. Selling/Operating classes must have Park approval & % due to WC. 7. a) Two week's cancellation notice must be given prior to booking for a refund to be processed. b) Weather related cancellations (extreme conditions only), requires Park Manager approval. c) Credits will be cleared after 6 months. d) Admin -fee may apply. 8. Burn Ban: no open grills permitted. Soccer Field 05 - SWWCP 1. Fields too saturated for play will be cancelled. 2. Extra fees include: security, dumpster, staff, field prep, lights, parking, score boxes, press box, electricity, clean up, &/or expenses used by Parks for booking. Contact staff to determine fees. 3. Park in 'Designated parking areas'. 4. a) 5K/Bike Rides/other special events that need approval of other entities (cities, Sheriff, TxDot, and Other agencies), must be completed before using facility. b) Insurance is required. 5. Concessionaire will be notified of your event. 6. Selling/Operating classes must have Park approval & % due to WC. 7. a) Two week's cancellation notice must be given prior to booking for a refund to be processed. b) Weather related cancellations (extreme conditions only), requires Park Manager approval. c) Credits will be cleared after 6 months. d) Admin -fee may apply. 8. Burn Ban: no open grills permitted. Soccer Field 07 - SWWCP 1. Fields too saturated for play will be cancelled. 2. Extra fees include: security, dumpster, staff, field prep, lights, parking, score boxes, press box, electricity, clean up, &/or expenses used by Parks for booking. Contact staff to determine fees. 3. Park in 'Designated parking areas'. 4. a) 5K/Bike Rides/other special events that need approval of other entities (cities, Sheriff, TxDot, and Other agencies), must be completed before using facility. b) Insurance is required. 5. Concessionaire will be notified of your event. 6. Selling/Operating classes must have Park approval & % due to WC. 7. a) Two week's cancellation notice must be given prior to booking for a refund to be processed. b) Weather related cancellations (extreme conditions only), requires Park Manager approval. c) Credits will be cleared after 6 months. d) Admin -fee may apply. 8. Burn Ban: no open grills permitted. Soccer Field 08 - SWWCP 1. Fields too saturated for play will be cancelled. 2. Extra fees include: security, dumpster, staff, field prep, lights, parking, score boxes, press box, electricity, clean up, &/or expenses used by Parks for booking. Contact staff to determine fees. 3. Park in 'Designated parking areas'. 4. a) 5KBike Rides/other special events that need approval of other entities (cities, Sheriff, TxDot, and Other agencies), must be completed before using facility. b) Insurance is required. 5. Concessionaire will be notified of your event. 6. Selling/Operating classes must have Park approval & % due to WC. 7. a) Two week's cancellation notice must be given prior to booking for a refund to be processed. b) Weather related cancellations (extreme conditions only), requires Park Manager approval. c) Credits will be cleared after 6 months. d) Admin -fee may apply. 8. Burn Ban: no open grills permitted. Soccer Field 09 - SWWCP 1. Fields too saturated for play will be cancelled. 2. Extra fees include: security, dumpster, staff, field prep, lights, parking, score boxes, press box, electricity, clean up, &/or expenses used by Parks for booking. Contact staff to determine fees. 3. Park in 'Designated parking areas'. 4. a) 5K/Bike Rides/other special events that need approval of other entities (cities, Sheriff, TxDot, and Other agencies), must be completed before using facility. b) Insurance is required. 5. Concessionaire will be notified of your event. 6. Selling/Operating classes must have Park approval & % due to WC. 7. a) Two week's cancellation notice must be given prior to booking for a refund to be processed. b) Weather related cancellations (extreme conditions only), requires Park Manager approval. c) Credits will be cleared after 6 months. d) Admin -fee may apply. 8. Burn Ban: no open grills permitted. Soccer Field 10 - SWWCP 1. Fields too saturated for play will be cancelled. 2. Extra fees include: security, dumpster, staff, field prep, lights, parking, score boxes, press box, electricity, clean up, &/or expenses used by Parks for booking. Contact staff to determine fees. 3. Park in 'Designated parking areas'. 4. a) 5K/Bike Rides/other special events that need approval of other entities (cities, Sheriff, TxDot, and Other agencies), must be completed before using facility. b) Insurance is required. 5. Concessionaire will be notified of your event. 6. Selling/Operating classes must have Park approval & % due to WC. 7. a) Two week's cancellation notice must be given prior to booking for a refund to be processed. b) Weather related cancellations (extreme conditions only), requires Park Manager approval. c) Credits will be cleared after 6 months. d) Admin -fee may apply. 8. Burn Ban: no open grills permitted. Page: 4 N ' Printed: 31 May 2013, 11:58 AM User: bbonner Rental Contract / Permit Contract #: 11631 Date: 29 May 2013 User: bbonner Status: Tentative Soccer Field 11 - SWWCP 1. Fields too saturated for play will be cancelled. 2. Extra fees include: security, dumpster, staff, field prep, lights, parking, score boxes, press box, electricity, clean up, &/or expenses used by Parks for booking. Contact staff to determine fees. 3. Park in 'Designated parking areas'. 4. a) 5K/Bike Rides/other special events that need approval of other entities (cities, Sheriff, TxDot, and Other agencies), must be completed before using facility. b) Insurance is required. 5. Concessionaire will be notified of your event. 6. Selling/Operating classes must have Park approval & % due to WC. 7. a) Two week's cancellation notice must be given prior to booking for a refund to be processed. b) Weather related cancellations (extreme conditions only), requires Park Manager approval. c) Credits will be cleared after 6 months. d) Admin -fee may apply. 8. Burn Ban: no open grills permitted. The undersigned has read and on behalf of the Licensee agrees to be bound by this Permit/License and the Terms and Conditions contained herein and attached hereto, and hereby warrants and represents that he/she executes this Permit/License on behalf of the Licensee and has sufficient power, authority and capacity to bind the Licensee with his/her signature. X: to,e-teek,e,vo- Steve-Norwood- t5st . c Moolkacyc City of Round Rock 1221 East Main Street Round Rock TX 78664 USA Home: 0 Business: (512)218-5400 Fax: (512) Date: ab —13 Title: Williamson County Parks and Recreation Date: .1/ Page: 5