Item 4DAGENDA ITEM # 4D
SEPTEMBER 22, 2008
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Authorize the City Manager to enter into contracts with
1) Tennis Instructor, Brecht Catalan for use of tennis courts,
2) Atlantic Beach Athletic Association (ABAA) for use of city ball
fields and concession stand at Jack Russell Park, and,
3) Atlantic Beach Experimental Theatre (ABET) for use of the Adele
Grage Cultural Center Theater.
SUBMITTED BY: Timmy Johnson -Director, Recreation Programs & Special Events
DATE: September 8, 2008
BACKGROUND: In years past, the City entered into a contract with Tennis Instructor, Brecht
Catalan for use of City facilities to promote community sports programs and
offer tennis lessons to Atlantic Beach citizens of all ages. The City has
contracted with ABET for theatrical entertainment for the community from
September through May. ABET has also offered drama classes for adults
and children. The City has contracted with ABAA for use of the ball fields
& concession stand to promote organized sports such as baseball and T-ball
for youth in Atlantic Beach.
Staff has reviewed the financial statements, the Certificates of Insurance
and other program information provided by the contractors.
RECOMMENDATION: Authorize the City Manager to enter into a contract with Tennis Instructor
Brecht Catalan, Atlantic Beach Athletic Association (ABAA), and Atlantic
Beach Experimental Theatre (ABET).
ATTACHIVIENTS: Contracts.
Reviewed by City Manager
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
CITY OF ATLANTIC BEACH
RENTAL CONTRACT FOR PUBLIC FACILITIES
LONG TERM
AGREEMENT made and entered into this l~Y o ~ ~` 2008, at Atlantic Beach,
Duval County, Florida, by and between CITY OF AT IC BEACH, a Florida
municipal corporation, 800 Seminole Road, Atlantic Beach, Florida 32233 (hereinafter
"City"), and Brecht Catalan, of 12855 Greenmeadow Place, Jacksonville, Florida 32246,
(904) 241-4625 (hereinafter "Renter").
WHEREAS, Renter desires to use the following public facility: Russell Park
Tennis Courts 5 & 6, and,
WHEREAS, Renter desires to use said public facility on a recurring basis such as
daily, weekly, monthly, during a particular season, or the like, which is more than
a one time use, and therefore a long term use, and
WHEREAS, the parties are in complete agreement regarding the terms set forth
herein.
NOW THEREFORE, in consideration of the covenants and promises as set forth herein,
and any rental payment made hereunder, and other valuable consideration, the receipt and
sufficiency of which is acknowledged by both parties, it is
AGREED AS FOLLOWS:
1. Length of Rental Term: This agreement shall run from October 1, 2008 through
September 30, 2009.
2. Amount and Time of Payment: Renter, in exchange for use of the facility, shall
pay to the City the annual fee of $200.00 at the time of signing this agreement.
Such fee may be waived at the discretion of the City Manager if Renter is a
governmental agency or an organization that provides a public service available to
all, is non-profit in nature, and charges no user or admission fees. Renter shall
provide the City with a copy of its tax-exempt form or other proof or evidence
satisfactory to the City Manager of Renter's non-profit status.
3. Conditions: This agreement is made and entered into upon the following express
covenants and conditions, all and everyone of which Renter hereby covenants and
agrees, with the City, to deep and perform:
a. No fees or admission costs shall be charged to the public unless approved
in writing by the City Manager.
b. No use of alcoholic beverages shall be permitted without the written
permission of the City Manager
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
c. Renter shall provide to the City a copy of audited financial statements if
requested. In the event audited financial statements are not available,
renter shall provide all supporting documents with its awn financial
statements.
d. Renter shall insure compliance with all city, state and federal laws, as well
as any rules and regulations of the City for the government and
management of the public facility, together with all rules and requirements
of the police and fire departments of the City.
e. Renter shall allow no discrimination based on race, sex, age, religion,
national origin, disability or otherwise.
f. Renter shall make no alterations to the facility of a permanent nature
without the express written consent of the City Manager,
g. Renter's use of the facility is not exclusive outside of the dates and time as
set forth below.
h. Renter shall leave the facility available for use by other parties if other
activities are scheduled or upon the request of City staff. This may
include removal and storage of Renter's property.
i. Renter shall correct any discrepancies noted by the City. Should the City
require corrective action, such action shall be the financial responsibility
of the Renter.
j. Renter shall provide a written account of all security key cards to the
facility in possession of Renter at the end of the contract. If renter cannot
account for all keys, Renter will incur the cost of canceling the lost card
and issuing a new one. One key will be provided at no cost to Renter and
any additional keys will require a $20.00 fee per key at Renter's expense.
k. Any exclusive use shall be as set forth below. The use of the facility in
addition to the exclusive use periods shall be requested through the
Recreation Director under the general rules, i.e., a facility may be
requested for short tem use by applying for such use after the 15~' day of
each month for a day or time period within the next month. For example,
any organization requesting the short-term use of a City facility in the
month of February could apply for such use after the 15~' day of January.
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
1. Renter shall maintain at all times during the lease term at Renter's cost, a
comprehensive public liability insurance policy protecting the City against
all claims or demands that may arise or be claimed on account of Renter's
use of the premises, in an amount of at least $1,000,000 for injuries to
persons in one accident, $1,000,000 for injuries to any one person, and
$1,000,000 for damages to property, the insurance shall be written by a
company or companies acceptable to the City and authorized to engage in
the business of general liability insurance in the State of Florida. Renter
shall deliver to the City satisfactory proof or evidence of such insurance,
and shall name the City as an additional insured under said policy.
m. Renter may apply to the City Commission of Atlantic Beach for a waiver
of this insurance requirement. The City Commission shall consider such
application for waiver on a case by case basis, taking into account the
length of the lease term, use of the public facility, number of persons
involved in said use, cost of the insurance, and any other factors submitted
by Renter which unique and particular to the Renter.
n. Renter agrees to indemnify and hold harmless the City from any and all
liability, defense costs, including other fees, loss or damage which the City
may suffer as a result of claims, demands, costs or judgment against it,
arising from all activities engaged in by Renter in its use of the following
public facility: Adele Grage Cultural Center Theatre.
o. Additional provisions agreed upon by the City and Renter: None other
specified.
4. Exclusive Ilse Dates and Times: The renter will be given priority for
reserving. the Theatre for auditions, performances, rehearsals and drama
classes. The Renter's Manager will provide a schedule of plays to the
Recreation Department on a yeazly basis. The City retains the right to rent and
use the theatre at other times not specified for use by the Renter.
5. ~?elivery of Facility: The City shall deliver the facility to Renter in good
working condition, with any necessary facilities and utilities, and in clean
condition.
6. Control of Building: In renting said facility to Renter, the City does not
relinquish the right to control the management and operation of the facility,
and the City Manager or his designee may enter the facility and all premises at
any time and on any occasion.
1. Assignment: Renter shall not assign this agreement nor suffer any use of the
facility other than herein specified, nor sublet the facility or any part thereof,
without the written consent of the City.
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
8. Default: In case the Renter shall default in the performance of any covenant
or agreement contained herein, and such default shall continue for ten (10)
days after receipt by the Renter of written notice thereof given by the City,
then the City, at its option, may declare this agreement ended. In that event,
Renter shall immediately remove all persons and its property from the facility,
and failing to do so, the City may cause such removal either with or without
process of law, at Renter's expense. These expenses shall include, but not be
limited to, reasonable attorney's fees incurred by the City, whether suit is filed
or not."
IN WITNESS WHEREOF, we have hereunto set our hands and official seals this
day of
CITY OF ATLANTIC BEACH
By: Date:
Its:
"CITY"
"RENTER"
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
United States Professional Tennis Association, Inc.
Determining the way the world learns to play tennis
July I8, 2008
Brecht Catalan
2 ] 02 ]~ first St S
Jacksonville Beach, .FL 32250-6263
Dear Brecht:
uspta.
`~
'T'his i.etter will confirm that, as a Developmental Coach of the United States Professional Tennis
Association (USPTA}, you have liability insurance as outlined below. This USPTA Liability policy
covers applicants, and certified and certain honorary members in the United States, its territories or
Canada, and nonmembers who are insured through a certified member's policy.
THE USPTA LIABILITY POLICY INCLUDES $9 million liability insurance, while on court, far bodily
injury to others, and for damage to property not in the tennis professional's care, custody ar control. It
does not cover injury to the tennis professional, or damage to his/her property. The accident must have
taken place on court, and arisen from the tennis professional's playing, practicing, teaching or officiating
In ten171S.
Policy number:
Effective period:
For questions or to
report an accident,
contact:
PHPK279449
12/3 I /07- 12/31 /08
USPTA World Headquarters
3535 Briarpark Drive, Suite One
Hal.~ston, TX 77042
Telephone (7l3} 978-7782
If we may be of further assistance, please do not hesitate to contact us.
Sincerely,
SUN, ITED STATES PR ESSIONAL TENNIS ASSOCIATION, INC.
`! r~.
Metony Loach
Insurance Department
-.This coverage. is null end vdid if the'member is not a citizen of or'does not legal.#y re§ide aiid`:~vork in
the United Stratds, its erritories o; Capada.
3535 Briarpark Drive, Suite One • Houston, TX 77042
800.USPTA-4U • 713.97.USPTA • 713.978.7780 fa~c ~ uspta@uspta.org • www.uspta.org
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
Jack Russell Park
Tennis
200 - 2008
r
~~ ~-~
Monday
4:OOpm - 8:00 pm Juniors & Men
Tuesday
5:00 pm - 7:00 pm Private Lesson
Wednesday
4:OOpm - 8:00 pm Juniors & Ladies
5:00 pm - 7:00 pm Private Lesson
Thursday
5:00 pm - 7:00 pm Private Lesson
5:00 pm - 8:00 pm Developing Ladies & Singles
Friday
5:00 pm - 7:00 pm Private Lesson
Saturday
1:00 pm - 3:00 pm Working Women's Match
Sunday
3:00 pm - 7:00 pm Cardio Tennis
SEP-05-2008 03:26 AM
P. 01
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
~i~-a~ial llepan~t fos Tcnnis Lessons at lack Russell Fark 2007-2008
~,~~'r: 'I'irmany Johnson
~~t,: 't Catalan
1lYt~t~'~nri~rw PreM•r~~n~
.~,~
1~ I.a~es 12 v~ ~ ~' ~ ~ ~ 120.00 S 1200.00
L~~ ~ 12 W~~120.00
51080.00
~~a~~
:4 9trxd~n~ 12 Wecl~s $480.00 $1920.00
~8~mter ~'roanrma .
~~Ri~ 3u~er Camp
ltlJ~mlo~ ~~ 2 Weeks S17S.00 $1750.00
~1
9 ~'~ .:..tl~ 6 Weeks $240.00 52160.00
~~1# P~o~ams
~~,C ~ 'c
.l~ students 8 Weeks $480.00 $4800.00
~twdrats 6 Weeks $240.00 X720.00
a des . ~ 12 Weelrs S 120.00 $96.00
~t~ ~ 12 Weeks $120.00 $960':00
~~ ~"e 8 Wccln $ 80.00 5320.00
~~~-~ $1000.00
{~;ess the ~ Lessons each)
'~:'~1 516,870.00
..~,.
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
CITY OF ATLANTIC BEACH
RENTAL CONTRACT FOR PUBLIC FACILITIES
LONG TERM
AGREEMENT made and entered into this _ /~~of J~ 2008, at Atlantic Beach, Duval County,
Florida, by and between CITY OF ATLANTIC BEACH, a Florida municipal corporation, 800 Seminole
Road, Atlantic Beach, Florida 32233 (hereinafter "City"), and Atlantic Beach Athletic Association, of P.O.
Box 331235, Atlantic Beach, Florida (904) 249-2985 (hereinafter "Renter").
WHEREAS, Renter desires to use the following public facility:
Jack Russell Park Baseball Facilities and Concession Building and,
WHEREAS, Renter desires to use said facility on a recurring basis such as daily, weekly,
monthly, during a particular season, or the like, which is more than a one time use and therefore a
long term use, and,
WHEREAS, the parties are in complete agreement regarding the terms set forth herein.
NOW THEREFORE, in consideration of the covenants and promises as set forth herein,
and any rental payment made hereunder, and other valuable consideration, the receipt and
sufficiency of which is acknowledged by both parties, it is
AGREED AS FOLLOWS:
1. Length of Rental Term: This agreement shall run from October 1.2008 through
September 30.2009.
2. Amount and Time of Payment: Renter, in exchange for use of the facility, shall pay to
the City the annual fee of $200.00 pgryear at the time of signing this agreement. Such fee
may be waived at the discretion of the City Manager if Renter is a governmental agency or
an organization that provides a public service available to all, is non-profit in nature, and
charges no user or admission fees. Renter shall provide the City with a copy of its tax-
exempt farm or other proof or evidence satisfactory to the City Manager of Renter's non-
profit status.
3. Conditions: This agreement is made and entered into upon the following express
covenants and conditions, all and everyone of which Renter hereby covenants and agrees,
with the City, to keep and perform:
a. No fees or admission costs shall be charged to the public unless approved in
writing by the City Manager.
b. No use of alcoholic beverages shall be permitted without the written permission of
the City Manager.
c. Renter shall provide to the City a copy of audited financial statements if requested.
In the event audited financial statements are not available, renter shall provide all
supporting documents with its own financial statements.
d. Renter shall insure compliance with all city, state and federal laws, as well as any
rules and regulations of the City for the government and management of the
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
public facility, together with all rules and requirements of the police and fire
departments ofthe City.
e. Renter shall allow no discrimination based on race, sex, age, religion, national origin,
disability or otherwise.
f. Renter shall make no alterations to the facility of a permanent nature without the
express written consent ofthe City Manager.
g. Renter's use of the facility is not exclusive outside of the dates and time as set forth
below.
h. Renter shall be responsible for its own furnishings and equipment and shall maintain
the facility in a clean and safe condition.
i. Renter shall correct any discrepancies noted by the city. Should the City require
corrective action, such action shall be the financial responsibility of the Renter.
j. Renter shall provide a written account of all keys to the facility in possession of
Renter at the end of the contract. If Renter cannot account for all keys, Renter
will inquire the cost of re-keying or changing of the applicable Locks. One key will
be provided at no cost to Renter and any additional keys will require a 10.00 per
key at Renter's expense.
k. Any exclusive use shall be as set forth below. The use of the facility in addition to
the exclusive use periods shall be requested through the Recreation Director under
the general rules, i.e., a facility may be requested for short term use by applying for
such use after the 15th day of each month for a day or time period within the next
month. For example, any organization requesting the short-term use ofa City facility
in the month of February could apply for such use after the 15th day of January.
Renter shall maintain at all times during the lease term at Renter's cost, a
comprehensive public liability insurance policy protecting the City against all
claims or demands that may arise or be claimed on account of Renter's use of the
premises, in an amount of at least 1000 000 for injuries to persons in one
accident, X1,,000.000 for injuries to any one person, and $1,000,000 for damages
to property, the insurance shall be written by a company or companies acceptable
to the City and authorized to engage in the business of general liability insurance
in the State of Florida. Renter shall deliver to the City satisfactory proof or
evidence of such insurance, and shall name the City as an additional insured under
said policy.
m. Renter may apply to the City Commission of Atlantic Beach for a waiver of this
insurance requirement. The City Commission shall consider such application for
waiver on a case by case basis, taking into account the length of the lease term,
use of the public facility, number of persons involved in said use, cost of the
insurance, and any other factors submitted by Renter with unique and particular to
the Renter.
n. Renter agrees to indemnify and hold harmless the City from any and all liability,
2
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
defense costs, including other fees, loss or damage which the City may suffer as a
result of claims, demands, costs or judgment against it, arising from all activities
engaged in by Renter in its use of the following public facility: Jack Russell Park
Baseball Facilities and Concession Building
o. Additional provisions agreed upon by the City and Renter:
4. Exclusive Use Dates and Times: January 1 ~` through 3une 30`" & August I ~ through
November 30`".
5. Delivery of Facility: The City shall deliver the facility to Renter in good working
condition, with any necessary facilities and utilities, and in a clean condition.
6. Control of Building: In renting said facility to Renter, the City does not relinquish the right
to control the management and operation of the facility, and the City Manager or his designee
may enter the facility and all premises at any time and on any occasion.
7. Assisnment: Renter shall not assign this agreement nor suffer any use of the facility other
than herein specified, nor sublet the facility or any part thereof, without the written consent of
the City.
IN WITNESS WHEREOF, we have hereunto set our hands and official seals
this _ day of (month), 2008.
CITY OF ATLANTIC BEACH
By:
Its:
"CITY"
Date:
"RENTER"
(Attachments to Contract: Financial Statement 2007-08; Certificate of Insurance)
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
CERTIFICATE 4F INSURANCE '~`~~"~~"""°°"'~
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PRODUCER
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K & K Insurance Group, Inc. AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER
THIS
1712 Magnavox Way
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COMPANIES AFFORDING COVERAGE
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LETTER A NATIONAL CASUALTY COMPANY
PO BOX 5000
1770 BRUNSWICK PIKE COMPANY
B NATIONWIDE LIFE INSURANCE COMPANY
TRENTON, NJ 08638 LETTER
COMPANY C
LETTER
COVERAGES
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED 70 THE INSURED
NAMED ABOVE FOR THE POLICY
PERIOD INDICATED, NOTWITHSTANDING ANY REOUIREMENT
TERM OR CONDITION OF ANY CONTRACT OR OT
,
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WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES
DESCRIBED HEREIN iS SUBJECT TO
ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED B
Y PAID CLAIMS.
TYPE OF INSURANCE POLICY NUMBER LICY E
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DESCRIPTION OF OPERATION5ILOCATIONS/VEHICLES/RESTRICTIONSl5PECIAL ITEMS
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CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE
CANCELLED BEFORE THE EXPIRATION DATE THEREOF
THE
ATLANTIC BEP_CH BABE RUTH LEAGUE ,
ISSUING COMPANY WILL ENDEAVOR TO MAIL ~0 pAYS
Dunham, Susan WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO
4219 Stacey Road West THE LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE
Jacksonville Beach, FL 32250 NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE
COMPANY, ITS AGENTS OR REPRESENTATIVES.
AUTHORIZED REPR tJT TIVE
1
SL39 ~'
1-92
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
CERTIFICATE OF INSURANCE
PRODUCER
ISSUE DATE (MM~pDIYY)
2/04/08
THIS CERTIFICATE 15 ISSUED AS A MATTER OF INFORMATION ONLY
K & K Insurance Group, Inc . AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. TWIS
1712 Magnavox Way CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE
P.O. BOx 2338 COVERAGE AFFORDED BY THE POLICIES BELOW.
Fort Wayne, In 4b801
COMPANIES AFFORDWG COVERAGE
INSURED
BABE RUTH LEAGUE, INC.
PO COMPANY
LETTER A NATIONAL CASUALTY COMPANY
BOX 5000
1770 BRUNSWICK PIKE COMPANY
B NATIONWIDE LIFE INSURANCE COMPANY
TRENTON, NJ 08638 LETTER
COMPANY C
LETTER
COVERAGES
THIS IS TO CERTIFY THAT THE POLICI ES OF INSURANCE LISTED l3ELOW HAVE BEEN ISSUED TO THE INSURED N
AMED ABOVE FOR THE POLICY
PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT
TERM OR CONDITION OF ANY CONTRACT OR OTH
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SCRIBED HEREIN IS SUBJECT TO
ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY P
AID CLAIMS.
CO. TYPE OF INSURANCE POLICY NUMBER LILY EFFECTIVE POLICY EXPIRATKIN
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DESCRIPTION OF OPERATIONSIi„OCATIONSNEHICLES/RESTRICTIONS/SPECIAL ITEMS
ADDITIONAL INSURED: ANY PERSON, ORGANIZATION, OR ENTITY ENGAGED IN
SPONSORING OR PROVIDING THE PREMISES FOR BABE RUTH BASEBALL/SOFTBALL
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE
CANCELLED BEFORE THE EXPIRATION DATE THEREOF
THE
ATLANTIC BEACH CAL RIPKEN LEAGUE ,
ISSUING COMPANY WILL ENDEAVOR TO MAIL
~ DAYS
Dunham, Susan ,
WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO
4219 Stacey Road West THE LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE
Jacksonville Beach, FL 32250 NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE
COMPANY, ITS AGENTS OR REPRESENTATIVES.
AUTHORIZED REPR 17vE
SL39
1-92
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
CERTIFICATE OF IN SURANCE '~~"'~~"""°°"''
2/04/08
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY
K & K Insurance Group, Inc. AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
1712 Magnavox Way CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE
P.O. BOX 2338 COVERAGE AFFORDED BY THE POLICIES BELOW.
Fort Wayne, In x6801
COMPANIES AFFORDING COVERAGE
INSURED COMPANY
Q NATIONAL CASUALTY COMPANY
BABE RUTH LEAGUE, INC. LETTER
PO BOX 5000
1770 BRUNSWICK PIKE COMPANY NATIONWIDE LIFE INSURANCE COMPANY
B
TRENTON
NJ 08638 LETTER
, COMPANY C
LETTER
COVERAGES
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE. POLICY
PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO
WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO
ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAfO CLAIMS.
CO.
LTR
TYPE OF INSURANCE
POLICY NUMBER OLICY EFFECTIVE
qTE ~pp~Yy? POLICY EXPIRATION
PATE (-'~ONY1
LIMITS (in thousands)
General Liability General Aggregate
~ $ NONE
A Commercial General Liabili
ty 12 : 01AM 12 : 0 lAM
Products-Com A r
P~~ 99 agate $ 2 0 0 0
^ClaimsMade®Occur. KR00000150700 2/01/08 2/OI/09 PersonalBAdvertisingtn]ury $ 2060
^ Owner's & contractors Prot.
Each Occurrence $ 2000
^ Fire Damage (Any one fire) $ 3 p 0
Medical Expense (Any one person) $ 5
Participard Legal Liability $ 2 0 0 0
Automobile Liability 12 • OlAM
~ 12 : O 1AM Combined
A ^ Any auto
KR00000150700
2/01/08
2/01/09 Single
Limit
31000
^ A11 owned autos g„d;y
^ Scheduled autos Injury
on 3
®Hired autos g~,ty
® Non-owned autos Injury
r accident $
^ Garage Lial~i(ity Property
Damage
3
Excess Liability Each A
^
Occurrence ggregate
^ Other than Umbrella form
3 $
Workers' Compensation Statutory
and $ Each Accident
Employers' Liability $ Disease-Policy Limit
$ Disease-Each Empf ee
AD&D $ 10
B Participant 12 ; OlAM 12 : OIAM Primary Medical $ 250
Accident SPP0003072200 2/01/08 2/01/09 Excess Medical $ NONE
Weekl (ndemn' $ XNONE
DESCRIPTION OF OPERATIONSlLOCATIONSNEHICLES/RE5TRICTiONS/SPECIAL ITEMS
ADDITIONAL INSURED: ANY PERSON, ORGANIZATION, OR ENTITY ENGAGED IN
SPONSORING OR PROVIDING THE PREMISES FOR BABE RUTH BASEBALL/SOFTBALL
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE
CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE
ATLANTIC BEACH 12 &U SOFTBALL BRL ISSUING COMPANY WILL ENDEAVOR TO MAIL 30 DAYS
Dunham, Susan WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO
4219 Stacey Road west THE LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE
3acksonville Beach, FL 32250 NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE
COMPANY, ITS AGENTS OR REPRESENTATIVES.
AUTHORIZED REPR T1VE ~ /'~
f//y, [~//
CI QC
1-92
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
CERTIFICATE OF INSURANCE '~"°°A
°°~
2 a
PRODUCER
THIS CERTIFICATE IS fSSUED AS A MATTER OF INFORMATION ONLY
K & K Insurance Group, Inc . AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER
THIS
1712 Magnavox Way
P
0
BOX 2338 .
CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE
.
. COVERAGE AFFORDED BY THE POLICIES BELOW
Fort Wayne, Tn 46801 .
COMPANIES AFFORDING COVERAGE
INSURED
BABE RUTH LEAGUE, INC.
PO BOX 50 COMPANY
LETTER A NATIONAL CASUALTY COMPANY
0D
1770 BRUNSWICK PIKE COMPANY
B NATIONWIDE LIFE INSURANCE COMPANY
TRENTON. NJ 08638 LETTER
COMPANY C
LETTER
COVERAGES
THIS 15 TO CERTIFY THAT THE POLICI ES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY
PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO
WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY 7HE POLICIES DESCRIBED HEREIN lS SUBJECT TO
ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
CO.
LTR TYPE OF INSURANCE POLICY NUMBER OLICY EFFECTIVE
ATE t'MfWDDlYY) POLICY EXPIRATION
DATE (MWDDM')
LIMITS {in thousands)
General Liability
~ C
i
l G General Aggregate $ NONE
p~ ommerc
a
eneral Liability
^Cl
i
M
d
® 12 : O lAM 12 ; OIAM Products-Comp/Ops Aggregate $ 2 0 0 0
a
ms
a
e
Occur.
^ O
'
8 KR00000150700 2/01/08 2/01/09 Personal&Advertisinglnjury $ 2000
wner
s
contractors Prot
Each Occurrence $ 2 0 0 0
Fi
D
re
amage (Any one fire) $ 3 0 0
Medical Expense (Any one person) $ 5
Automobile Liability ParticipaMLeg alLiability $ 2000
A
^Anyauto 12 . OIAM 12 : O lAM Combined
Single
KR00000150700 2/01/08 2 01 09
/ / Li
it $100
All m 0
^
owned autos Bodil
^ Scheduled autos y
Injury
®Hi
d
t r rson $
re
au
os Bodil
® Non-owned autos y
Injury
^ G accide t $
arage Liability
^ Damage
$
Excess Liability Each
A
Occurrence ggregate
^ Other than Umbrella form
S $
Workers' Compensation Statutory
and $ Each Accident
Employers' Liability $
__ Disease-Policy Limit
~ ~
$
Disease-Each Employee
B Participant AD&D $ 10
12: D1P.M 12: OZAM Primar~Medical $ 250
Accident SPP0003072200 2/01/08 2/01/09 Excess Medical $ NONE
Wee Indemn' $ XNONE
DESCRIPTION OF OPERATIONSILOCATIONSNEH3CLESIRESTRICTIONS!SPECIAL ITEMS
ADDITIONAL INSURED: ANY PERSON, ORGANIZATION, OR ENTITY ENGAGED IN
SPONSORING OR PROVIDING THE PREMISES FOR BABE RUTH BASEBALL/SOFTBALL
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE
ATLANTIC BEACH 16&U SOFTBALL BRL CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE
ISSUING COMPANY WILL ENDEAVOR TO MAIL ~0 DAYS
Dunham, Susan WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMER TO
4219 Stacey Road West THE LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE
Jacksonville Beach, FL 32250 NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE
COMPANY, IT5 AGENTS OR REPRESENTATIVES.
AUTHORIZE° REPR NT TIVE
~ ~
~
SL39 ~~~u
1-92
AGENDA TI'EM # 4D
SEPTEMBER 22, 2008
ABAA Income Statement 2007
Revenue
- Registration
- Concession & Other
Gross Revenues
Cost of Goads Sold
- Uniforms
- Concessions
Cost of Goods Sold
Gross Mazgin
Expenses
- General & Administrative
-Maintenance
- Equipment
- Personnel Expense
Field Prep
Concessions Manager
Total Expenses
Net Surplus/(Shortage)
Note: Statement was prepared on a cash basis
$ 97,161.33
25,057.03
$122,218.36
$ 44,900.27
26.186.30
71.086.57
$ 51,131.79
$ 25,149.18
13,269.65
7,862.01
3,150.00
9,350.00
$58,780.84
($ 7,649.05)
Beginning bank balance as of 12/30/06 $9, 907.01
Ending bank balance as of 12/31/07 $2,257.96
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
CITY OF ATLANTIC BEACH
RENTAL CONTRACT FOR PUBLIC FACILITIES
LONG TERM
AGREEMENT made and entered into this i ~~`of ~ , 2008 at Atlantic
Beach, Duval County, Florida, by and between CITY OF ATL TIC BEACH
a F1orlda
municipal corporation, 800 Seminole Road, Atlantic Beach, Florida 32233 (hereinafter
"City"), and Atlantic Beach Experimental Theatre (ABETS of Atlantic Beach, Florida
(904) 249-7177 (hereinafter "Renter").
WHEREAS, Renter desires to use the following public facility:
The Adele Grade Cultural Center Theatre and
WHEREAS, Renter desires to use said public facility on a recurring basis such as
daily, weekly, monthly, during a particular season, or the like, which is more than
a one time use, and therefore a long term use, and
WHEREAS, the parties are in complete agreement regarding the terms set forth
herein.
NOW THEREFORE, in consideration of the covenants and promises as set forth herein,
and any rental payment made hereunder, and other valuable consideration, the receipt and
sufficiency of which is acknowledged by both parties, it is
AGREED AS FOLLOWS:
1. Length of Rental Term: This agreement shall run from October 1, 2008 through
September 30, 2009.
2. Amount and Time of Payment: Renter, in exchange for use of the facility, shall
pay to the City the annual fee of $200.00 at the time of signing this agreement.
Such fee may be waived at the discretion of the City Manager if Renter is a
governmental agency or an organization that provides a public service available to
all, is non-profit in nature, and charges no user or admission fees. Renter shall
provide the City with a copy of its tax exempt form or other proof or evidence
satisfactory to the City Manager of Renter's non-profit status.
3. Conditions: This agreement is made and entered into upon the following express
covenants and conditions, all and everyone of which Renter hereby covenants and
agrees, with the City, to deep and perform:
a. No fees or admission costs shall be charged to the public unless approved
in writing by the City Manager.
b. No use of alcoholic beverages shall be permitted without the written
permission of City Manager.
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
c, Renter shall provide to the City a copy of audited financial statements if
requested. In the event audited financial statements are not available,
renter shall provide all supporting documents with its own financial
statements.
d. Renter shall insure compliance with all city, state and federal laws, as well
as any rules and regulations of the City for the government and
management of the public facility, together with all rules and requirements
of the police and fire departments of the City.
e. Renter shall allow no discrimination based on race, sex, age, religion,
national origin, disability or otherwise.
f. Renter shall make no alterations to the facility of a permanent nature
without the express written consent of the City Manager.
g. Renter's use of the facility is not exclusive outside of the dates and time as
set forth below.
h. Renter shall leave the facility available for use by other parties if other
activities aze scheduled or upon the request of City staff. This may
include removal and storage of Renter's property.
i. Renter shall correct any discrepancies noted by the Ciry. Should the City
require corrective action, such action shall be the financial responsibility
of the Renter.
Renter shall provide a written account of all security key cards to the
facility in possession of Renter at the end of the contract. If renter cannot
account for all keys, Renter will incur the cost of canceling. the lost card
and issuing a new one. One key will be provided at no cost to Renter and
any additional keys will require a $20.00 fee per key at Renter's expense.
k. Any exclusive use shall be as set forth below. The use of the facility in
addition to the exclusive use periods shall be requested through the
Recreation Director under the general rules, i.e., a facility may be
requested for short tem use by applying for such use after the 15a' day of
each month for a day or time period within the next month. For example,
any organization requesting the short-term use of a City facility in the
month of February could apply for such use after the 15a' day of January.
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
1. Renter shall maintain at all times during the lease term at Renter's cost, a
comprehensive public liability insurance policy protecting the City against
all claims or demands that may arise or be claimed on account of Renter's
use of the premises, in an amount of at least $1,000,000 for injuries to
persons in one accident, $1,000,000 for injuries to any one person, and
$1,000,000 for damages to property, the insurance shall be written by a
company or companies acceptable to the City and authorized to engage in
the business of general liability insurance in the State of Florida. Renter
shall deliver to the City satisfactory proof or evidence of such insurance,
and shall name the City as an additional insured under said policy.
m. Renter may apply to the City Commission of Atlantic Beach for a waiver
of this insurance requirement. The City Commission shall consider such
application for waiver on a case by case basis, taking into account the
length of the lease term, use of the public facility, number of persons
involved in said use, cost of the insurance, and any other factors submitted
by Renter which unique and particular to the Renter.
n. Renter agrees to indemnify and hold harmless the City from any and all
liability, defense costs, including other fees, loss or damage which the City
may suffer as a result of claims, demands, costs or judgment against it,
arising from all activities engaged in by Renter in its use of the following
public facility: Adele Grage Cultural Center Theatre.
o. Additional provisions agreed upon by the City and Renter: None other
specified.
4. Exclusive Use Dates and Times: The renter will be given priority for
reserving the Theatre for auditions, performances, rehearsals and drama
classes. The Renter's Manager will provide a schedule of plays to the
Recreation Department on a yearly basis. The City retains the right to rent and
use the theatre at other times not specified for use by the Renter.
5. Delivery of Facility: The City shall deliver the facility to Renter in good
working condition, with any necessary facilities and utilities, and in clean
condition.
6. Contrgt of $uitdins: In renting said facility to Renter, the City does not
relinquish the right to control the management and operation of the facility,
and the City Manager or his designee may enter the facility and all premises at
any time and on any occasion.
7. Assignment: Renter shall not assign this agreement nor suffer any use of the
facility other than herein specified, nor sublet the facility or any part thereof,
without the written consent of the City.
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
8. Default: In case the Renter shall default in the performance of any covenant
or agreement contained herein, and such default shall continue for ten (10}
days after receipt by the Renter of written notice thereof given by the City,
then the City, at its option, may declare this agreement ended. In that event,
Renter shall immediately remove all persons and its property from the facility,
and failing to do so, the City may cause such removal either with or without
process of law, at Renter's expense. These expenses shall include, but not be
limited to, reasonable attorney's fees incurred by the City, whether suit is filed
or not."
IN WITNESS WHEREOF, we have hereunto set our hands and official seals this
day of
CITY OF ATLANTIC BEACH
By: Date:
Its:
"CITY" "RENTER"
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
ATLANTIC BEACH EXPERIMENTAL THEATRE
Treasurer's Report
FY 2007-2008
Month ending 30-Jun YTD
Cash antl Bank Accounts 1-Jun $ 18,925.99 13,874.95
Receiots
Program Ads 0.00 875.00 1700 last fiscal year
Community Foundation Grant 0.00 7,029.00
Cultural Council Grant 0.00 3,828.75
ABET Backers -2007-2008 season 0.00 496.86 3005 last fiscal year
ABET Backers -2008 - 2009 season fi33.00 1,733.00
Ticket sales -2007-2008 season 0.00 564.00 5345 last fiscal year
Ticket sales -2008-2009 season 1,121.00 2,593.00
Misc. 45.00
drama workshop 0.00 360.00
cost 0.00 -324.00 90% to tutor
Children's workshop 0.00 1,200.00
cost of camp 0.00 -900.00 75 % to tutor
subtotal 0.00
SHOWS receipts
Show #11ast FY 0.00 220.00 They're playing our song
Show #2 0.00 3,209.31 party to murder
Show #3 0.00 3,615.15 dde down mt. Morgan
Show #4 0.00 3,741.40 ladies of the alamo
Show #5 27.00 3,481.50 to gillian on her 37th birthday
Stage2 0.00 1,888.25 O'Henry Chdstmas
Stage2 0.00 467.50 7HE calling
Stage2 0.00 438.25 She's Wonderful
Show #6 0.00 0.00 Nunsense
subtotal 27.00
Total InFlow to Cash antl Bank Accounts 1,781.00 34,541.97
x enses
Salary 1,250.00 11,250.00
Payroll Taxes WRhheld -120.63 -1,085.67
US Treasury 0.00 1,948.25
CONTRIBUTION TO BEAM [Beaches Emergency Aid Ministries[ $220
SHOWS expenses
Show #ilast FY 0.00 -193.07
Show #2 0.00 2,555.02
Shaw#3 0.00 2,436.32
Show #4 0.00 1,922.97
Show #5 44.22 1,621.14
Stage2 0.00 1,217.70
Stage2 0.00 327.18
Stage2 0.00 342.95
Show #6 64.35 83.60 Nunsense
show#7 91.90 111.15 Sanders family Christmas
show #8 0.00 74.88 Love letters
show #9 0.00 0.00 Forrest
show #10 0.00 54.88 Exact center of ...
show#11 0.00 0.00 Rear end
show#12 0.00 29.88 Hughie
show #13 0.00 0.00 show 13
subtotal 200.47
misc 3,276.00 3,562.05 $3228 for chairs
Florida annual report 0.00 61.25
Memberships 0.00 217.95
Licenses 10.00 10.00
insurance 0.00 1,999.40
Advertising/Promotlon 0.00 283.50
Supplies 0.00 4.27
Perusal Scripts 0.00 56.02
PostageMtailbox/Copies 37.83 275.08
Storage Expense 259.00 2,331.00 259 PER MON7H DUE BY
Telephone 137.85 1,264.77
Total Outflow from Cash and Bank Accounts 5,050.52 32,760.45
Net Income/(Loss) -3,269.52 1,781.52
Cash and Bank Accounts 30-Jun $ 15,656.47 15,656.47
Checlung Account 15,286.95
Cultural Council Account 219.52
Ticket Box Cash 150.00
Credh p
$ 15,656.47
old balance 18,556.47 219.52
From: Kimberly Brown At: Ponta, Castle, Ingram Agency FaxID: To: Tim
AGENDA ITEM # 4D
SEPTEMBER 22, 2008
ACORD_ CERTIFICATE OF LIABILITY INSURANCE OP ID ic8 DATE(MM1DD/YYYY)
ATI.AId-2 09/09/08
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
Poata Castle Ingram Agency Iac HOLDER. THIS CERTIFICATE DOES NOT AMEND
EXTEND OR
31100 Telegraph Rd. , Suite 250 ,
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Biagham Farms MI 48025-4365
Phone: 248-258-1110 Fax:248-258-1964 INSURERS AFFORDING COVERAGE NAICS
~~~ ~URERA Pacific Iademait C as 20346
INSURER B:
Atlantic Beach riatal Th IPLSl1RER c
1015 Atlantic Hlvd. 175
Atlantic Beach >!'L 3~2 3 IrRD:
SJSURER E:
~.w crcnvco
THE POLICIES OF INSURPN('.E LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD NJDICATED. NOTWITHSTANDNJG
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTFER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTR N TYPE OF NISURANCE POLICY NUMBER DATE MMID DATE (MMIDD/YY) LBIRS
GENERAL LUIBLITV EACH OCCURRENCE S S, 0 0 0, O O O.
A X X coMMERCwL GENERAL uaBalrY 35752133 01/20/08 01/20/09 PREMISes Fe oca,rar~ca S 1, 000 , 000 .
CLAIMS MADE ~ OCCUR MED EXP (Any one Person} S 10 , D 0 0 .
PERSONAL & ADV INJLStY S 1, 0 0 0~ Q Q D,
GENERAL AGGREGATE S 2, 0 0 0, O O O.
GENL AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMPJOP AGG S 2 , O O O , D O O .
POLICY PET LOC
AUT OM060.E LU18tlfTY
COMBINED SINGLE LIMIT S
ANY AUTO (Ea acadenp
ALL OWNED AUTOS
BODILY INJURY
S
SCHEDULED AUTOS (Perryerson)
HIRED AUTOS
BODILY INJURY S
NON-OWNED AUTOS (Per accident)
PROPERTY DAMAGE
S
(Per accident)
GARAGE LIABILITY AUTO ONLY • EAACCIDENT ;
ANY HlJTO EA ACC
OTHER TW W E
AUTO OM.Y: AGG S
EXCESSAMABRELLA LIABILITY EACH OCCURRENCE S
OCCUR ~ CLAIMS MADE AGGREGATE S
i
DEDUCTIBLE S
RETENTION S S
WORKERS COMPENSATION AND
EMPLOYERS' LIABILITY
TORY LIMITS ER
ANY PROPRIETORtPARTNERIEXECIJTIVE E.L. EACH ACCIDENT S
OFFICER/MEIrBER EXCLIAEO?
If
d
ib
d E.L. DISEASE - EA EMPLOYEE S
yes,
escr
e un
er
SPECIAL PROVISIONS belay
E.L. DISEASE -POLICY LIMIT
S
OT1~R
DESORPTION OF OPERATIONS 1 LOCATIONS / VEHICLES / E%ClUSIONS ADDED BY ENDOR36AENT /SPECIAL PROVISIONS
The belo`- named Certificate Holder is as Additional Insured with respects to
the negligence of the First Named Insured IX+hile at 716 Ocean Blvd, Atlantic
Beach, FL 32233 during the above policy term.
CERTIFICATE HOLDER CANCELLATION
Ar~r~rrl SHOULD ANY OF THE ABOVE DESCRIBED POLICIE8 BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 3O DAYS WRITTEN
City of Atlantic HeaCh NOTICE TO THE CERTIFICATE HOLDER NAM®TO THE LEFT, BUT FAILURE TO DO SO SHALL
Atlantic Beach City Hall
BOO SemiIIOle Rid SIPOSE NO OBLIGATION OR LIA81LITV OF ANY KW UPON THE INSURER, ITS AGENTS OR
Atlantic Beach FL 32233 REPRES9tTATNES.
TIVE
RwRU cu (auuual O ACORD CORPORATION 1988