SPORTS AND PROGRAM CO-SPONSOR AGREEMENT (12) CITY GP CLEARWATER
SPURTS AND PROGRAM CG-,S'PONSGR AGREEMENT
THIS AGREEMENT, made and entered into this 28 day of September
2Q2Q _ by and between the CITY UE CLEARWWATER, FLORIDA, a municipal
corporation of the State of (Florida, herein referred to as "City", P.O. Brox 4748,
Clearwater, FL 88758 and the Clearwater Basketball club herein after referred to
as "Co-Sponsor Group" 2025 Roundtree Court, Clearwater, FL 33763
(address)
WITNESSETH:
WHEREAS, the Co-Sponsor Group is an organized recreational group or
program approved by the Parks and Recreation Director, which provides its own
volunteer leadership and administration; and
WHEREAS, the City recognizes the Co-Sponsor Group as providing, a valuable
service to the community, through their extensive use of volunteers ,and volunteer
resources; and
WHEREAS, the Co-Sponsor Group meets all of the criteria included in this
,Agreement, and
WHEREAS, the Co-,Sponsor Group desires to use various City-owned facilities
for organized sports programs and or various other recreational related activities for the
citizens of Clearwater; and
WHEREAS, the City owns certain public properties and facilities that are
available to be ultilized by the Co-Sponsor Group for their programs; and
WHEREAS, the Co-Sponsor Group may use the physical facilities awned and
maintained by the City or leasedto the City subject to the terms of this Agreement.
NOW, THEREFORE, in consideration of the covenants herein contained and
other good and valuable consideration, the City agrees to ,allow the Co -Sponsor Group
to utilize City facilities as described in Exhibit"J" attached hereto, as may be amended
from time to time, and is hereby made a part of this Agreement, under the folllowing
terms and conditions:
1. Recitals, The foregoing recital's are true and correct and are incorporated in and
form a part of this Agreement.
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2, The term of the Agreement will be for a period of one (1) year commencing
October 1,2020 and ending September 30, 2021
3. The Co-Sponsor Group agrees to abide by and enforce alll City ordinances as
they relate to Parks & Recreation. The ordinances can be found at:
https:Hlibrary.municode.com/fl'/clearwaterlcodes/code of ordinances
4. This Agreement may only be amended by written amendment to this Agreement,
executed by both Parties,
5. This Agreement will remain in effect unless terminated by either party as follows:
a. Upon breach of this,Agreement by a party, the other party will give written
notice of termination of this Agreement specifying the claimed breach and
the action required to cure the breach. If the breaching party fails to cure
the breach within five days from receipt of said notice, then the contract
will terminate ten days from receipt of the written notice.
b. Either party may terminate this Agreement without cause by giving written
notice to the other party that the Agreement will terminate 30 days from
the receipt of said notice by the terminating party.
6. Subject to available funding, the City will provide and maintain facilities for the Co
- Sponsor Group for their approved program and activity. The City of Clearwater
Parks and Recreation Department is dedicated to improving the overall quality of
sports and athletics in the City and reserves the right to close any field, at any
time, for any reason, in its sole discretion, including but not limited to, for
maintenance purposes or poor field: conditions,
7. Any unpermitted use of a facility or field may result in fees, and or immediate
termination of present and/or future field use. Individual teams or participants
using closed facilities will be considered representatives of the Co-Sponsor
Group in which they participate.
8. The Co-Sponsor Group agrees to provide recreational programs and activities to
primarily benefit the residents of Clearwater, The City will actively promote the
Co- Sponsor Group programs and activities utilizing City resources i.e. my
Clearwater Magazine, C-View, etc. Promotional materials must be approved by
...............city liaison before distribution (i.e. camps, clinics, tournaments. etc.). Any
promotional materials using the City of Clearwater logo must receive written
approval prior to distribution.
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9. The City of Clearwater complies with the Americans with Disabilities Act of 1990,
Public Law 101-336, July 26, 1990 (42 USCA § 12101) ("ADA"), which prohibits
discrimination on the basis of disability. The ADA, as applied to cities, counties,
and other local governmental entities, requires that no qualified individual with a
disability shall, on the basis of a disability, be denied the benefits of local
government services, programs, or activities. The Co-Sponsor Group
acknowledges the importance of complying with the ADA and agrees to educate
itself and its members of all requirements of the ADA and will abide by same.
10. The Co-Sponsor Group, shall not discriminate on, the basis of race, creed, color,
age, national origin, religion, sex, disability or any other protected class in
accordance with current state or federal laws. The City reserves the right to
terminate this Agreement, immediately upon breach of this covenant.
11. The Co-Sponsor Group shall maintain legal status as a state or federal Internal
Revenue Service approved 501(c)(3) organization, Such status shall be
maintained during the term of this Agreement and proof of this status shall be
submitted to the City annually. If 501(c) (3) status is rescinded, suspended,
cancelled, or otherwise changed, the Organization shall notify the City within
thirty (30) days. Failure by the Organization to maintain such status shall be
cause for immediate termination.
12. The Co-Sponsor Group agrees to provide competent leadership for the program.
The Board of Directors, as established by the organization's by-laws, will include
at minimum, one (1) City of Clearwater resident, The Board of Directors will
conduct the program in the best interest of the City of Clearwater.
13. The Co-Sponsor Group agrees to provide recreational programs and activities to
primarily benefit the residents of Clearwater. The Co-Sponsor Group agrees to
promote their program to the citizens of Clearwater and that a minimum of 50%
of their participants will be residents of the City of Clearwater. If the 50% target
is not being satisfied, the Co-Sponsor Group may submit a plan to achieve this
goal or an alternative that must be approved by the City. Failure to maintain fifty
percent (50%) resident participation may be cause for termination with thirty (30)
days' notice, if a viable plan to increase resident participation is not approved by
the City.
14. The Co-Sponsor Group agrees to submit the following as specified, and if
appropriate as outlined in corresponding Exhibits, Failure to conipjy with this
in
IM WgIffiffi9diate
termination of present and/or future field use, or-termination of current co-
sponsor agreement.
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a. The Co-Sponsor Group will provide the following information each year as
outlined in Exhibit A.
• Specific range of dates for their primary season and registration
dates.
• Request the facilities and/or fields for their primary season
• Request any special event dates such as tournaments, clinics,,
camps, fundraisers, etc. Charges will be determined! per the
agreement.
b. Current roster as defined in Exhibit J.
Due Date: or as defined in Exhibit J.
• Rosters must include the following
-
0 Name of participant
a Participant's home address
0 Participant's date of birth
0 Parent/Guardian Name
0 School Attending
C. Payment for participants who do not have valid participant cards.
Due Date: or as defined in Exhibit J.
• Each participant is expected to possess a current City of
Clearwater Recreation Card. The card must be valid for at least
50% of the Co-Sponsor Group's season as outlined in Exhibit J. A
fee will be accessed to the organization for each member
determined not to have a current City of Clearwater Recreation
Card, regardless of whether the individual is a City of Clearwater
resident or non -resident.
0 Current fees are as follows:
$128.40 for recreational
_P I V4QV lur competitive
Cr•
as outlined in Exhibit J.
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• If a player does not have or purchase a Recreation
Card, the fee charged to the organization will include
tax. The organization is acting as a conduit for the
individual and as such is responsible for the tax
portion of the Recreation Card purchase.
• Roster payments must be accompanied with a
Participant Card Application for each person without a
valid Recreation Card. See Exhibit K.
• This fee is subject to change as defined in Clearwater
Code of Ordinances, Appendix A - Schedule of Fees,
Rates, and Changes; XI Parks, Beaches, Recreation -
Use of Facilities by nonresidents (ch 22).
• It is recommended that the Co-Sponsor Group retain
a copy of the participant's recreation card or a copy of
the recreation card receipt.
d. An accurate facility and/or field schedule for approved season, depicting
actual use. See Exhibit J.
e. A complete list of current Board of Directors.- Due date: _1om5/202o
f. A list of all coaches and their certifications and proof of required Level 11 or
City approved equivalent background checks, See Exhibit C & J.
91 Copy of by-laws: Due date, 10/15/2020
h. Verification of non -profit status: Due date, 10/15/2020
i. A copy of Insurance Certificate naming the City of Clearwater and the
Pinellas County School Board as additionally insured, and waiver, if
applicable. See Section 16 for coverage requirements: Due date:
8/1/2021 or as needed
See Exhibit H for Insurance Exemption Form
j. DR-14 (tax exemption form), if applicable- 10/15/2020
k. Annual financial statement: Due date: 12/112020
See Exhibit I for template of minimal requirements.
• Submitted at the end of the approved season.
• See Exhibit G for template and due date.
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M Submit nomination for Excellence in Youth Sportsmanship Award: Due
date'. 12/3V2020
n. Copy of concessions manager certification, if applicable- Due date: N/A
0, Emergency Action! Plan for each facility used during season- Due date:
11/15/2020
See Exhibit F for Emergency Action Plan template.
15. The Co-Sponsor Group agrees that it will indemnify and hold: harmless the City,
its officers and employees from liabilities, demands, damages, losses, and cost,
to the extent caused by the negligence, reckless, or intentionally wrongful
conduct of Co- Sponsor Group, staff, volunteers or agents, or on account of a
unsafe condition that may exist as a result of the negligent operation by Co,-
Sponsor Group, staff, volunteers or agents of the facilities.
16. The Co-Sponsor Group further agrees to carry at its own cost and expense,
acquire and maintain during the term with the City, sufficient insurance to
adequately protect the respective interest of the parities. Specifically, the Go-
Sponsor Group must carry the following minimum types and amounts of
insurance on an occurrence basis, or in the case of coverage that cannot be
obtain ed on an occurrence basis then coverage can be obtained on a claims-
made basis with a minimum three (3) year tail following the termination or
expiration of the Agreement. These insurance requirements shall not limit the
liability of the Co-Sponsor Group. The City does not represent that these types or
amounts of insurance to be sufficient or adequate to protect the Co -Sponsor
Group's interests or liabilities, but are merely minimums-
a. Comprehensive General Liability insurance on an "occurrence" basis
including but not limited to bodily injury, personal injury, and property
damage with limits not less than $1,000,000 per occurrence, $2,000,000
aggregate,
b, Automobile Liability insurance for any motor vehicle owned by, hired by,
used by, or used on behalf of the Co-Sponsor Group, providing Bodily
Injury Liability and Property Damage Liability covering any injury or
damage with limits no less than $1,000,000 per occurrence, $2,000,000
aggregate. If the Co-Sponsor Group does not own any motor vehicles or
use Gity Pfopefty asthe �1 IZ111 I faf group tFavel, this insurance is not
requileu.
C The City recommends but does not require the following coverages to
protect the Co-Sponsor Group. The City is not liable and shall be
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indemnified against any claims arising from any claims made against the
recommended coverages provided below.
i. Property Insurance
ii. Crime and Employee Dishonesty Coverage
iii. Sexual Abuse & Molestation Coverage
iv. Workers Compensation Coverage
V. Employers Liability Insurance
ADDITIONAL INSURED: The City is to be specifically included as an additional
insured on all liability coverage described above except for the Workers'
Compensation coverage.
OTHER INSURANCE PROVISIONS- The General Liability and Automobile
Liability policies are to contain, or be endorsed to contain, the following
provisions:
1, PRIMARY INSURANCE COVERAGE: For any claims related to this
Agreement, the Co-Sponsor Group's insurance coverage shall be primary
insurance as respects the City, its officers, officials, employees, and
volunteers. Any insurance or self-insurance maintained by the City, its
officers, officials, employees, or volunteers shall be excess of the Co-
Sponsor Group's insurance and shall not contribute to it,
2. RIGHT OF RECOVERY: Except for Workers' Compensation, the Co-
Sponsor Group waives its right of recovery against the City, to the extent
permitted by its insurance policies.
CERTIFICATE OF INSURANCEICERTIFIED COPIES OF POLICIES: The Co-
Sponsor Group will provide the City with a Certificate or Certificates of Insurance
showing the existence of coverage as required by the Agreement, In addition, the
Co -Sponsor Group will provide to the City, if asked in writing, certified copies of
all policies of insurance, The Co-Sponsor Group will maintain the required
coverage with a current Certificate or Certificates of Insurance throughout the
term of the Agreement with the City. New certificates and new certified copies of
polieies shall be pfevided to the 6ity whei level ai iy policy is renewed, revised, or
resp stew u ,ww. a--n--d- c-e-ati-f-i-e-a . .............
policies shall be sent or delivered is as follows:
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City of Clearwater
Attention- Athletics Office
1160 Seminole Street
Clearwater, FL 33755
And
City of Clearwater
Attention: Risk Manager
100 S. Myrtle Ave.
Clearwater, FL 33756
17The Co-Sponsor Group will maintain a positive relationship with the City and
Parks and Recreation Department by:
a. Obtaining prior approval for any activities.
b. Obtaining prior approval for any field or facility improvements.
C. Providing all requested information and paying all fees on time.
d. Informing Parks and Recreation staff of field problems or schedule change
requests in a timely manner.
e. Enforcing and abiding by all applicable laws, rules, policies and
procedures.
f. The Co-Sponsor Group President will be the liaison with the City unless
the President appoints another representative.
g. The City and the Co-Sponsor Group will make a good faith effort to reply
to all communications (phone, e-mail, etc.) within two (2) business days.
18. The Co-Sponsor Group will act as a good caretaker and custodian of all City of
Clearwater property by avoiding any activity that may damage the facilities, by
cleaning up trash after each use, by enforcing the "no smoking" policy, by
itiluzing liqhts onlu when needed and t,lining fhem off afteE use
19. The Co-Sponsor Group will assume all responsibility to monitor storm conditions
and evacuate playing fields of participants and spectators when the threat of
lightning or dangerous conditions approaches, Co-Sponsor Group will cancel
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games when field or playing conditions could cause harm or damage to
participants or to the facilities i.e. flooded fields.
G. The Co-Sponsor Group will validate the quality of adult leadership by conducting,
and authorizing annual Level 11 or City approved equivalent criminal background
checks, on all persons acting as a coach, and any person acting in an official
capacity with any organization directly overseeing the Co-Sponsor Group's youth
activities.
These checks shall be conducted and completed prior to the beginning; of each
playing season or involvement with children and shall remain valid for the
duration of this agreement. The Co-Sponsor Group shall employ a reputable
company to conduct such checks. A statement confirming the completion of the
background checks is due to the Athletics Office prior to the first day of utilization
of any City facility hereunder. Co-Sponsor Group is responsible to notify the City
of any persons acting in an official capacity with the organization added during
the season or after initial form was provided. Said individuals shall undergo the
criminal background check and a notarized form must be provided for each
individual added.
The Co-Sponsor Group shall also adopt and publish a criminal background check
policy to be used for determining an individual's eligibility to coach,. Should an
individual be disqualified as a result of the check, the Co -Sponsor Group will
prohibit that individual from serving in any official capacity with the Co-Sponsor
Group's activities, disqualify that individual from providing any services or
participating in any activities contemplated under this Agreement, and notify the
City of said applicant disqualification. The Co-Sponsor Group shall establish a
policy as to how its criminal background checks will be processed and will pay for
the cost of each background check.
Exhibit "C" — Criminal Background Investigation Policy is shown as a base
required for the Co-Sponsor Group.
The Co-Sponsor Group shall furnish to the City a listing of the persons that have
successfully undergone a Level 11 or City approved', equivalent criminal
background check prior to the beginning of any individual's involvement with any
youth related activities, A Go-Sponsor Group Board member and Notary Public
shall sign this listing for final verification of the actions taken by the Co-Sponsor
Groi ip
21. Volunteers under the age of 18 must be approved by the Co -Sponsored Group
in advance. A written list of all qualified volunteers under the age of 18 must be
submitted to the City prior to use of volunteer.
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a. Minors may access the facility but only in the presence of an approved
each.
b. Minors cannot supervise other minor participants of the program.
2Z The Co-Sponsor Group will recognize and support City public/private
partnerships. The Co-Sponsor Group will be given ample notice of such
partnerships and their responsibility if any.
23, The Co-Sponsor Group must receive prior written approval from Parks and
Recreation to make any alterations, changes or additions to the existing facilities.
The Co- Sponsor Group is responsible for submitting a facility improvement
request forme for review/approval.
24, The Co-Sponsor Group is not permitted to operate a concession stand when an
outstanding City agreement is in place. The Co-Sponsor Group will not engage
in private third-party operations of the concession stand.
In the absence of an outstanding City agreement, the Co-Sponsor Group is
permitted to operate a concession stand. The Co-Sponsor Group will also be
responsible to maintain the concession stands to the standards established by
the State of Florida Department of Health and the City of Clearwater as outlined
in Exhibit B.
Any Co-Sponsor Group that operates a concession stand will be required to have
their concession manager become a Certified Professional Food Manager. As
regulated by the Florida Department of Health, food service operations must
provide annual training for employees. It is the responsibility of the certified
manager or person in charge to train or ensure the training of all employees
under their supervision and control who engages in the storage, preparation, or
serving of food, or cleaning of equipment, utensils, or food contact and non -food
contact surfaces, and to do so in accordance with acceptable sanitary practices.
The trainings must be annual and provided to employees by March 31 of each
year. Employees hired after the annual training has been provided for that
calendar year must receive training within 30 days of being hired. The certified
manager or person in charge must also maintain a copy of the establishment's
most recent regular food service inspection form provided by the department.
Employees shall present this inspection form to guests or patrons for their review
upon Fequest.
25. Facilities constructed by the Co-Sponsor Group i.e. press boxes, concession
stand, batting tunnels etc., will be maintained by the Co-Sponsor Group. Failure
to maintain these facilities in a manner acceptable to the City shall be a material
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breach of this Agreement and may result in the termination for cause of this
Agreement,
26. Schedules submitted by the Co-Sponsor Group must accurately depict
field/facility use and any changes must be approved before they are
implemented. The City reserves the right to revise or revoke schedules, of
facilities based on inappropriate use or non -use by the Co-Sponsor Group. The
City also has the sole right to assign fields or facilities to others if use by the Co-
Sponsor Group is not substantiated.
27. The Co-Sponsored Group will be responsible for all tournament fees for any
tournament. Any other events including fundraising events or activities will be
charged per the Athletics Office fee schedule, The Co-Sponsored Group will be
responsible for all facility fees for any non -sponsored seasons, Th e Co-
Sponsored Group will be responsible for all facility fees for any camps/clinics
when registration fees are required to participate. The Co-Sponsored Group will
be responsible for direct City costs for any camps/clinics open to the public and
free to participate.
23. Any revenue collected by the Co-Sponsor Group on, City property must be used
to promote and support the Co-Sponsor Group's activities, Use of funds for
other purposes could result in termination of this Agreement.
29. The, Co-Sponsored' Group agrees that all staff, coaches, volunteers and agents
of the Co-Sponsored Group shall conduct themselves as good role models
exemplifying good sportsmanship, cooperation and appropriate behavior. The
City reserves the right to require removal of any person associated with the Co-
Sponsored Group if he/she is deemed to be exhibiting behavior detrimental to
overall success of the organization or City,
30. The Co-Sponsor Group and all its invitees will abide by all applicable law s and
all City policies when using City facilities, including those policies which state that
the consumption of tobacco products or alcoholic beverages on City or School
property is prohibited.
31, The Co-Sponsor Group further agrees to make no unlawful, improper, or
offensive use of the facilities.
32. If either party terminates the Agreement, any improvements made to the property
by the Go SpenseF GFOUP Will remain the property, of tl ie City.
33. The Co-Sponsor Group may not assign this Agreement or any of its rights
hereunder, nor permit others to use the facilities or any part thereof without the
written consent of the City. The Co-Sponsor Group shall not permit any third-
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party usage, This Agreement is a privilege for the benefit of the Co-Sponsor
Group only and may not be assigned in whole or in part by the Co-Sponsor
Group to any other person or entity. Any attempt to assign the rights or
obligations of this Agreement shall render this Agreement null and void in total.
The Co-Sponsor Group understands that the Co- Sponsor Group's use of the
facilities is nonexclusive.
34. Use of facilities by the Co-Sponsor Group is intended solely for the purpose of
training and competition for the Co-Sponsor Group's rostered participants. Any
personal use by volunteers is, prohibited
35. Any vendor sales (merchandise or concessions) must be approved in writing by
the City of Clearwater Athletics Office prior to the event.
36Co-Sponsor Groups are responsible for informing their members of current
guidelines and rules as outlined in this Agreement. Organizations are expected
to take reasonable measures to ensure compliance during their events,
Violations may result in the suspension or cancellation of this Agreement,
37. Any questions arising out of the use of the facilities or otherwise arising under
this Agreement must be submitted in writing.
3& Special conditions or other issues (i.e. maintenance issues, payment of fees,
special needs) will be covered in Exhibit(s) and attached hereto and made a part
hereof.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and
year first written.
Witnesses:
As to City Manager or Designee
As to Co -Sponsor Group President
Designee/City Liaison
By:
By:
CITY OF CLEARWATER, FLORIDA
City Manager or Designee
o -Sponsor Group President
or Designee
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EXHIBIT A
City of Clearwater
Co-Sponsor Group Primary Season Use Request
DUE DATE:
Co-Sponsor Group-
Specific Range of Dates for Primary Season:
Requested Facility/Field Primary Season:
Requested Special Event Dates (Tournaments, Clinics,Camps, Etc.). Charges will be
determined per agreement.
Submitted By: Date:
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EXHIBIT B
City of Clearwater
Concession Stand & Office Building Policies & Procedures
City of Clearwater Parks and Recreation Department permits various organizations,
groups, and agenciesto use the concession/storage/office building on property owned
by the City of Clearwater. Permission to use City of Clearwater property and/or
facilities shall be based on the following conditions:
A. The use of the property and/or facilities shall be on a seasonal basis rather
than a permanent one. For example, a baseball organization may be permitted
to use the facilities and/or property during the baseball/softball season and a
soccer organization may be permitted to use the facilities during the soccer
season.
B. All groups who use the concession will be responsible to maintain the
concession stands to the standards established by the State of Florida
Department of Health. Any Co-Sponsored Group that operates a concession
stand will be required to have their concession manager become a Certified
Professional Food Manager. Concession cooking and sales are onlypermitted
with, a valid license from the Department of Health. With prior written approval
from the Athletics Office, concession stands without a valid licenisefrom the
Department of Health can only sell prepackaged foods that do not require,
preparation (chips, pretzels, etc.). Bringing foods to sell from home or grilling on
site is not permitted'.
C. The City will retain the rights to program any facility and associated amenities
(concession, press box, conference rooms, storage rooms, etc.) it deems
appropriate at anytime during the year. All due diligence will betaken to minimize
the impact on a Co- Sponsor Group during their season. The City of Clearwater
reserves the right to open and staff the concession stand for any City sponsored
event, regardless of the time of year of the event. The City will make every effort
to work with the organization if the event is held during the organization's
"traditional"season.
D. The City of Clearwater shall have the right to enter and remain upon its property
for the purpose of examining and inspecting the space and determining
whether the Co- Sponsor Group is in compliance with Department policies
wiffi respect to care and mair?itenance. Accesstothe conc
.............
g kpin numbers andTo-r keys) will be issued on: an as needed basis
through the City of Clearwater Parks & Recreation Department. The Co-
Sponsor Group is prohibited from making copies of said issued keys. The
organization may not change out any locks, on any of the buildings, Anyrequest
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for a changing of the locks must be submitted to the Athletics Office in writing.
Additionally, no improvements (painting, signs, etc.) can be made at any building
without prior written approval by the Parks and Recreation Athletics Office. Any
unauthorized hanging of signs will result in their removal and the organization will
be billed for the labor and any resulting damage. The Co -Sponsor Group shall
provide keys/access to any shed or equipment stored at or on city property.
E. The Co -Sponsor Group may be required by the City of Clearwater Parks &
Recreation Department to remove all stored materials following the completion
of the season so another user group may use the area. The user is responsible
for keeping the storage area in good condition and must meet all OSHA or
applicable regulations for storing materials. Violations of these rules may result
in the user losing the use of the storage area.
F. The Co -Sponsor Group is required to maintain the cleanliness of the office
and common conference room area and any storage room assigned to the
organization. All records relating to the organization (registration forms, medical
releases, etc.) shall be kept in a secure office or secure cabinet, not the general
conference room. The common room must be cleared of all organizational
paperwork, equipment, etc. at the end of the season. Rooms designated to Co -
Sponsor Group during approved season:
Room/Space
Duration of use
The undersigned acknowledges receipt of this document
Contact/Representative:
Date:
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EXHIBIT C.1
Criminal Background Investigation Policy
For Adult Volunteer Coaches in Youth Sports
The City of Clearwater, Florida h as a desire to protect the safety and welfare of its youth
during their participation in all sports or athletic activities that are Co-Sponsored by
the City. Recognizing the nation-wide incidence of crimes against children requires
pro- active steps to provide protection to children participating in organizations involving
sports and ath leti c competiti o n.
The City requires that all coaches (must be at least 18 years or older) that utilize the
City athileticfacilities,or the facilities secured by the City,as a part of any City sponsored
youth sports or athletic activities shall be required to submit themselves to undergo a
Level 11 or City approved equivalent criminal background investigation prior to their
participation, One such example of a City approved equivalent is a NCSI criminal
background investigation.
After initial compliance and every twelve (12) months thereafter, all volunteer coaches
as stated above must undergo criminal background investigation.
Criminal background investigations must be performed 2Lor to the volunteer being
assigned any duties or responsibilities at any City sports or athletic facilities. The City
may determine the time of year the investigations are to be conducted depending on,
the beginning of theirpractice season(s)or events.
An individual convicted of any of the following criminal offenses shall be disqualified
from participation as a volunteer in any City sponsored sports or athletic activities
utilizing City sports or athletic facilities.
Indecent exposure Injury to elderlyor
disabled.
assault Intoxication offenses*
Arson -—----Kidnapping
Assault* Mariiu an a r)osse:ssion*
Any violation of the law intended tocontrolMurder
the possession or distribution of any Obscenity Prohibited sexual conduct
controlled substance or I,Ilegal.drug Prostitution (including promotion of,
Crimes a ainstchgldren aggravated proLnQ1i9g 9f, §91igitationi
------
-Deadly conduct Sexual abuse
Relive of mari"uana Theft*
DUI- 1lolunta Manslau hter
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*NOTE: Assault/ D U I / Intoxication offenses/ Marijuana possession / Theft— Eligibility
depends on the severity and length of time passed since the offense occurred.
In misdemeanor convictions for these offenses, the disqualification will occur with a
second misdemeanor conviction. Depending on the time frame of the DUI, driving
while representing the organization is not recommended.
This list of offenses is not intended to be all inclusive and in no way sets limits on the
offenses that are deemed grounds for disqualifying, an individual from affiliation with the
Co-Sponsor Group. Decisions on all other crimes or offenses not otherwise described
above will be made at the sole discretion of the Co-Spon sor Grou p or City, in accordance
with the law.
If a volunteer or other agent of the Co-Sponsor Group is determined eligible for affiliation
and is later arrested or convicted of any of the above crimes, he/she is required to notify the
Co-Sponsor Group immediately. He/she will be removed immediately from his/her
volunteer position until the case has been finally adjudicated. Failure to notify the Co-
Sponsor Group of any arrests or convictions from the list above will result in the volunteer
being immediately removed from all Co-Sponsor Group volunteercluties for a minimum of
twelve (12) months beginning on the date the failure to notifywa,s discovered, or for such,
othertime as required by law.
In the event the Co-Sponsor Group is notified that a volunteer has been determined
ineligible to volunteer for the organization, it is the responsibility of the organization to
supply the Athletics Office with a revised volunteerlist.
INDEPENDENT SANCTIONING AUTHORITY
COACH'ES,ASSISTANT COACHES, AND REFEREE BACKGROUND SCREENING
The City requires that an "independent sanctioning authority", defined therein as,"aprivate,
non-governmental entity that organizes,operates, or coordinates youth athletic team in
this state if the team includes on e or more minors and is not affiliated with a private
school as defined in s. 1002.01" (Florida Statutes), conduct Level 111 (2) background
screening pursuantto s. 435,04, F.S., or City approved equivalent, of each current and
prospective athletic coach. Athletic Coach is defined for these purposes as 1) "a coach,
assistant coach, or referee working for 20 or more hours within a calendar year,
whether for compensation or as a volunteer, for a youth athletic team based in Florida;
and 2) h as direct rect contact with o n e or more rain ors on the youth ath I eti:c team.,'
This responsibility may mot be dMiEgated M an individual team. The Independent
sanct oning au on may not 501inionze any person to act as an athletic coach unless a
Level 11 (2) or City approved equivalent screening is conducted which does not result in
disqualification as provided for in s. 435, F.S. Level 11 (2) or City approved
equivalent backgrou nd screen ings must be conducted an n u ally for each coach. The
background screening shall include a search of the athletic coach's name, or other
18 1 ' a Vic; e
identifying information against state and federal registries of sexual predators and
sexual offenders, which are available to the public on Internet sites provided by the
Florida Department of Law Enforcement ulnders. 943,043, F.S. and the Attorney General
of the United States u n de r 42 U.S.C. s. 16020.
An independent sanctioning authority shall disqualify any person from acting as an
athletic coach as provided for in s. 435.04 or if he or she is identified on a registry as
described above, must notify a disqualified person within seven (7) days of the
background screening,advising of the results; and maintain for at least five (5) years, a
copy of the resu Its and written notice.
19 CP
EXHIBIT C.
AFFIDAVIT OF CRIMINAL BACKGROUND SCREENING
INDEPENDENT SANCTIONII G AUTHORITY ("I.S.A.")
NAME:
DATE:
By signing this form, I am swearing or affirming that all individuals employed by, or
volunteering as a Coach, Assistant Coach, or Referee within my organization
I ("I.S.A.") providing services to City
under this Agreement, or conducting activities on City property, have completed the
background screening requirements set forth above and as required by law, and been
deemed eligible by I.S.A. to provide services as a Coach, Assistant Coach or Referee
underthis Agreement. The information contained in this Affidavit is up to date as of the
date this Affidavitis dated and furnished to the City of Clearwater Parks and Recreation
Department per the requirements of Sections 14(f), 20, and 30 of this Agreement.
All individuals providing services u nderthis Agreement are listed below. Each individual
shall be identified by name, birth date and date deemed eligible. This affidavit must be
provided to the City on the annual anniversary of the date above, for as long as this
Agreement is effective. [Please attach additional sheet(s)if needed].
(List of Individuals)
Name Birth Date Date Deemed
Eligible
20 I P
Signature ofAffiant
Sworn to and subscribed before me this day of 20
Notary Public
My Commission Expires:
. .m ...... . ..__ ._ i r _ . Ifa_ ._J ..blmc e.rerfie�si .Affi .
Perscnallyknown OR Produced Identification
Type of Identification Produced
1 P a g e
EXHIBIT C.3
ATTESTATION OF COACHES' CERTIFICATIONS
By my signature, I attest that the coaches listed below have completed the
following certifications/classes and are eligible to coach with the Organization.
Name Certification
Contact/Representative:
Date: q
22 1Page
EXHIBIT 0
PARKING RESTRICTIONS
During the Co -Sponsor Groups season, the Co -Sponsor Group is responsible for
assigning members of their organization to manage and control parking, and to keep
fire lanes an d access foremergency veh iclesclear. The Co-SponsorGrou ps will en su re
that all vehicles only park in designated legal parking lots or stalls. Parking or driving on
fields, medians, sidewalks, bike lanes, paths, or other unauthorized areas inside the
park are strictly prohibited. The City ultimately retains the right to prohibit parking at
any location. The Co -Sponsor Groups will control the parking at the facilities they
occupy to conduct their programs. For example:
a. Countryside Sports Complex: Parking is not permitted along the right-of-way
on McMullen Booth Road. Additionally, vehicles may not park in the swale
between the sidewalk and the right-of-way. Co-SponsorGroups usingthisvenue
will help promote good neighbor cooperation with Chi Chi's Golf Course by
ensuring that Chi Chi's parking is not encroached upon.
b. David Martin Fields at Glen Oaks Park: Parking is not permitted along South
Hillcrest Ave., South TumerSt., or South Evergreen Ave.
c ECM 8 and 9 Fields: Parking is not permitted in the Eisenhower school parking
lot during school hours.
d. Frank Tack Fields: Parking is not permitted in the grass along Montclair Road,
e. Joe DiMaggio Baseball Fields: The Co -Sponsor Group will ensure that vehicle
traffic associated with their activities will not drive on the
maintenance/emergency access road between the turf multi-purpose fields.
Additionally, no vehicles are permitted to park next to the baseball fields.
f Sid Lickton Park: Parking is not permitted along the roadside of Saturn
Ave.
g. Vehicles/trailers are not permitted inside any of the facilities nor on any turf
surface without prior written approval from the Athletics Office.
h. Long Center No field parking unless approved and responsible to reserve spaces
for Long Center patrons as directed by staff.
Failure of the Co -Sponsor Group to control the parking at any of these facilities during
their activities will result in the Athletics Office reassigning the number of games, game
start times, and/or the number of fields that can be in use at each facility to ensure
compliance with the parking restrictions at each site. In addition, the City reserves
the right to schedule staff at the Co -Sponsor Group's expense to assist with
Con tac#/Represen tatve:
Date:
23) Page
EXHIBIT E
CO-SPONSOR GROUP'S RESPONSIBIUTIES
The Co -Sponsor Group agrees that during the term of this Agreement, the Co -Sponsor
Group will at no cost or expense to the City, provide the following maintenance and/or
repair:
a. Stripe each turf field as needed.
b. Pick up all paper, cigarette remnants and debris and place in trash
receptacles, including the breakdown of all boxes.
c. The Co -Sponsor Group will enforce the City's No Smoking Ordinance, No
Pet's Ordinance, and all other posted rules.
d. The Co -Sponsor Group, any league, team, group, or person, using a City park
under this section and failing to leave it clean of litter to the satisfaction of
the City, will reimburse the City for city worker time used to clean the facility.
e. Provide for any special needs or services such as security or traffic control devices
or officers needed as a result of Co -Sponsor Group's use of the Facility.
f. Lightdeaning of the restroom facilities on a daily basis when in use.
g. The Co -Sponsor Group shall not store any items outside the storage room
nor dispense of any trash outside the facility area otherthan in containers
provided by the City.
h. The Co -Sponsor Group will issue to the City three keys to any Co -Sponsor
Group initiated lock used at any City facility as well as anytime the locks are
changed.
i. As noted earlier, while the Co -Sponsor Group's use of the facility is
nonexclusive, subleasing of the facility or assigning use of the facility by the Co -
Sponsor Group is not permitted. Such activity by the Co-SponsorGroup could
result in termination of this agreement
j. The press box, multi-purpose areas, office space, concession areas and
storage rooms must be cleaned and organized on a nightly basis.
The Co -Sponsor Group shall receive an invoice from the City, as applicable, if the Co -
Sponsor Group does notfollow through with these responsibilities. Failure to make such
a payment will be grounds to bar the Co -Sponsor Grou p from use of the facility until the
fee is paid or acceptable remedial action is taken.
Contact/Representative Date:
24 1Page
EXHIBIT F
EMERGENCY ACTION PLAN
EMERGENCY ACTION PLAN for
Facility Name:
Facility Address:
Facility Phone Number:
Lute Prepared: -/
EMERGENCY PERSONEL NAMES AND NUMBERS
Designated Emergency Contact
Name: Phone:
Back-up Emergency Contact:
Name.- Phone:
EVACUATION ROUTES
Site personnel should know at least two evacuation routes. Evacuation route plan.
The following information is to be marked clearly on an evacuation plan that is
readily accessible to the Emergency Contacts on-site..
0 Emergency exits
a Primary a ni d secondary evacuation routes
*
Locations of fire extinguishers
a Fire alarm pull stations' location
0 Assembly points
EMERGENCY PHONE NUMBERS: 9-1-1
UTILITY COMPANY EMERGENCY PHONE NUMBERS
Electric Company-
Water Q.,oMpanyl., ---- ----
Gas Company:
25 P a p e
EMERGENCY REPORTING AND EVACUATION PROCEDURES
Types of emergen cies to be reported to site personnel are:
0 Medical, Severe Weather, Fire,
0 Other: Terrorist attack, bomb threat, hostage, etc,
MEDICAL EMERGENCY
Call medical emergency phone number: 9-1-1
Provide the following information:
• Nature of medical emergency,
• Location of the emergency (address, building, room number), and
• Your name and phone number from which you are calling. Do not move victim
unless absolutely necessary,
The following personnel are trained in CPR and First Aid to provide the required
assistance prior to the arrival of the professional medical help:
1.
2.
3.
Attempt first aid ON LY if trained and qualified.
FIRE EMERGENCY
When fire is discovered:
• Activate the n ea rest f i re a I a rm (if installed)
• Notify the local Fire Department by dialing g-1-1
• If afire alarm is not available, dial 9-1-1 and notify everyone at the facility
to evacuate to their closest exit.
Fight the fire ONLY if:
* The Fire Department has been notified.
* The fire is small and is not spreading to other areas.
0 Escaping the area is possible by backing up to the nearest exit.
* The fire extinguisher is in working condition and personnel are trained to use it.
Upon being notified about the fire emergency, occupants must.,
a Leave the building using the designated escape routes.
0 Assemble in the designated area (specify location)-
2
g
Remain outside until the competent authority (Designated Official or
designee) announces that it is safe to reenter.
Designated Emergency Contact should:
a Coo,rdin ate an orderly evacuation of personnel.
0 Performan accu rate h ead cou n t of person n el reported to the designated area.
a D ete rm i n e method to locate missing personnel.
a Provide the Fire Department personnel with the necessary information about
the incident,
CHEMICAL SPILL:
0 Do not attempt to clean the spill unless trained to do so,
*
Call g-1-1 and emend to an y inju red persons,.
a Evacuate building as necessary.
The following are the locations of:
Spill Containment and Security Equipment:
Personal Protective Equip,ment(PPE),
MSDS:
When Chemical Spill has occurred:
a Secure the area and alert other site person nel.
0 Call the Fire Department if site personnel are unavailable.
SEVERE WEATHER AND NATURAL DISASTERS
!~hurricane.®
If Pinellas County is under a Hurricane ' atch or Warning, all activities will
be cancelled, and no one will be allowed to enter our facilities. Please instruct.
all parents, coaches, athletes to stay home and seek shelter,
LightninglThundersbm (www,lightningsafety.noaa.gov)
* NoplaceOUTSIDE is safe during athu nderstorm! A house,orotherfullyen closed
building with wiring and plumbing offers your best protection against lightning.
A car with; a metal roof and sides is you rsecond-best protection against lightning.
* The "30-30 Rule"offers easy to follow lightning safety guidance. When you see
lightning,countthe time until you heai thunder f that time is 30 seconds
urnSERV shelter. Ifyoucan't
seethe lightning,just hearing the thunder is a good back-up rule.
0 Waitat least ,3g minutes after the lightning,flash before leaving shelter.
2 7 1P e
Tomado.-
0 When a warning is issued by sirens or other means, seek inside shelter,
• Consider the following:
- Small interior rooms on the lowest floor and without windows,
- Hallways on the lowest floor away from doors and windows,and
- Rooms constructed with reinforced concrete, brick, or block with no
windows.
a Stay away from outside walls and windows.
a Use arms to protect head and neck.
• Remain sheltered until the tornado threat is announced to be over.
28 P
EXHIBIT G
CO-SPONSOR ORGANIZATION ANNUAL REPORT
This documentation provides a breakdown of the organization.
The document is an overview of the (year, season) City of Clearwater Co -Sponsorship
Agreement. This report is due
Organization Description:
(Brief description of organization's mission, history, and programs offerec0
Participation Numbers:
(Number of participants per session and/or program; include participants info for each
divisionlage bracket)
Volunteer Numbers:
(Number of volunteers and hours volunteered)
AccomplishmentsiHighiiohts:
(Awards, clinics, camps, championships)
Requested Facility Improvements:
(Add-ons orrenovations which may benefit organization/other facility users)
Contact/Representative:
Date:
29IPage
I
EXHIBIT H
Certificate of Insurance Sample.
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30 P a3 g e
EXHIBIT I
ANNUAL FINANCIAL STATEMENT
ANNUAL FINANCIAL STATEMENT
FISCAL YEAR ENDING
NAME OF OGANIZATION
REVEWE
Amount
$0.00
Item
Registration
CFYGrants
Clinics
Tournaments
Sponsorships
Concessions
Fundraisers
Donations
Miscellaneous
Total Revenue
$0,00 Total Expenses
$0.00 To Revenue
$0.00 Profit/Loss
EXPENSES
Amount
kern
Marketing
Uniforms
Awards
Dues
Opening Day
Concessions
Benefits
Salaries
Miscellaneous
$0.00
Total Expenses
Date:
311 Page
EXHIBIT J — Clearwater Basketball Club
Special Conditions
• The organization's president or authorized representative must attend the co -
sponsor president's meetings conducted by the Athletics Section.
• Rosters for each team using city or school property as part of this agreement.
o (Season): Elementary School Grade/Middle School Grade
• Roster due- 10/15/2020 or prior to first scheduled use
• Card good through: 1/30/2021 (at least 50% of season)
o (Season): High School Grade
• Roster due- 2/1/2021 or-prior to first scheduled use
• Card good through: 5/31/2021 (at least 50,% of season)
• Roster Payments
o (Season)- Elementary SchoolGrade/Middle School Grade
a Roster payment due, 1/15/2021
o (Season): High School Grade
0 Roster payment due: .2/15/2021
• An accurate facility and/or field schedule, depicting actual use i.e. games,
practices, meets, tournaments, and events. Blanket schedules will not be
accepted as firm schedules. The following dates apply:
• Elementary/Middle School Grade Due.- 10/15/2020
• High School Grade Due: 1/15/2021
• A list of all coaches and their certifications and proof of required Level 11 or City
approved equivalent background check is required prior to the start of every
season for each team using city property.
• Elementary School Grade/Middle School Grade coaches Level 11 or City
approved equivalent
0 Due: 10/15/2020 or prior to the first scheduled use
• Elementary School Grade/Middle School Grade coaches' certifications
0 Due: 10/15/2020 or p rior to the first scheduled use
• High School Grade coaches Level 11 or City gpp[Qyed equivalent
...N.................
• High School Grade coaches' certifications uW
0 Due: 2/1/2021 or prior to first scheduled use
Co-Sponsored Usage Dates:
o This agreement covers the requested dates for competitive basketball
team practices only based on availability:
• October 2020 — July 2021
• Additional Considerations:
o This program primarily utilizes Pinellas County School gyms and private
gyms.
o The members will pay Clearwater Basketball Club the current resident rate
of $7.49 in lieu of a recreation card. This fee will be paid to the city based
pdyTJ1IIL UU ULe5.
o Clearwater Basketball Club continues to support the North Greenwood
Youth League.
Contact/Representative:
Date:
EXHIBIT K
Participant Card Application
CLEARWATER PARKS S RNe. RRA"fpfbAN DEPARTMV T
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CLEARW TER Pte'&RECREATION DEPARTMENT
RESIDENCY GUIDELINES
Au PrwA� fe prod of reraderury It ns up to the,apapaheaawt vs prove that he or slwt is a rwarretmt resident of the Ctrtp of Clearwwaater,Any rra o 9;C R
of tlne f�ollowaiasg�,al dooaxtntetwts'wrd�i be snfiu^terut»Photioeopses aa,e twor arraptaiaia.
Pn^zaeaf d�euest�_�mPra uar mer��of a depeor ayb Y reCp:ix^r ., 1
I
�, �rwnrrest Ctarte of l~l,ora,+da,pharoro nderkr�ut , card or wrrwta�^ ,kaae�e a�rnaraaara.. `
w A current,MLIza tmter ides txfac,anarra card ihowing the C. as"CIN',
3, Any rt 'urblyt bill less than 90 day:,olid that showrs applmcasst's nwarrne and a Cpq r of CIIeanvata^r red.denatl,al,
adrdr ss as the ser lc*addresn. pail r includes elerrrrr telephosns,water,a'rudc^or cable bilis,
d, it current year,obgLaaj prope ry masa bil]p or snot sea in your name rbwA itug a Cay of Cle aaswarer p1werty,address,.
5 An awl notarized or reg,,stemd deed,martgage RE lease zhow ing your naarwne as the ouwoer or occupant at that
l,try of Clearwater adwtres, '
An a
ngM,al ansatarraed statement from ars gAult relatu^re that yrrcnuu arw a.tnwll is me resndernt sna lna s ear herr hoo e,amid arn;y
other twso prop s L-ted above slnowwu ng that has-ow a has a.Carraa of C earwattr address.
P, PdffMY. Husband aodwife ortwo perrsoosnnrsth Registered Domestic Partnership with the City ofaeanwate of d"'iarnellas
County,Plornada„or a legal guardian and dwir children wbo live in ilia seism*household who are IS years of age or cruder,or less
them;ld years of age and a fid-Heise college student Verification of any Age or family staUts may he re mired.
C. Cep to andzip the Recreatan Case ApplxAion,
D. Pay the appropriate regmstration f4e;,,
Note 1. "pe -. sne Cir/of C"laarwraner empl ees,their ices nate fara2y members,,Ciry of Clearwater retirees xW active
drat+f members of the UZ,Coast Guard or attilttary^acid their ntrrmedsate famflies(proof required are exempt forum
the other proof of mmidency, nnireamternts,
Note C. Falsified Infornsat o n-Pallfnr rn of application imbirmation may disquaht,the appkant, Rota fmttture
participabon in City of Clearwater reereat ann programuz amid o .!spe nsaor sports participation,
li. RET "g.( Ca^djlaa Free)
Pttaartde Proof of current Pension pays stub with medical nntsatranwte
Ell, NON-RESMENT& PrWanuthat ty^pntally*re,arh naparity may have registrabotn pncedures that give Clea ager
residents pntsavft*
Isis. XON-RESIDENT DISARM VETERAN& Will meed to provide docuawntaton fivan the laetetrarms Administration,wwhioh
ww 2l be attached to tb P;ar.Card Application.
NIV, ALL PARTICIPANTS PIZUE lalifl'M.
A. Persommal training is probfbf"tied at any of outr facikaties,tittles the itnadtwa dvAl is a trwotratt srastrt+mor with the City of Clearwater,
Lost Cards_A rep laternner,at card for residents acrd non-residents cost IS lapis tam
C. Refund Policies
M refonnd reeeltue a sutbpertto adrusarnm r°ahan approval Allow four tosix wweekz for refnttnds do beproeesse,d.
llerreatioru Cards 14fuods
n° eatt Me?717 IMsMers Mar,MUM 7179 W MUF,MMOM rzT T'I'MrAT MUT,
In�„A'M d'4
Caped Swim/Open Skate Refund pfthe dr/
must close a puoof or Skate park nnezMattedly,pa " *amts who have beam at the faeilitym for less than an hotur may be even a raiwt check
for a nother visits
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