Exh 8CAGENDA ITEA'I #8C
DECEMBER 9, 2002
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Authorize the City Manager to enter into a contract
with the Atlantic Beach Athletic Association for use
. of ballfields; Tennis Instructor Sandra Phillips for
use of tennis courts and• Atlantic Beach
Experimental Theatre for use of Adele Grage
Cultural Center.
SUBMITTED BY: Timmy Johnson, Recreation Director
DATE: .November 22, 2002
BACKGROUND: In recent years, the City entered into a contract with
ABAA, ABET and Tennis Instructor Sandra
Phillips for use of City facilities to promote
community sports programs, theatrical
. ~ entertainment and offer tennis lessons to Atlantic
. Beach citizens. The programs: are well organized,
have great participation and are enjoyed by all.
ABAA is operated• by Duncan Helmsworth, ABET
. is operated by George Maida and Tennis Lessons .
are provided by~ Sandra Phillips.
RECOMMENDATION: Authorize the City Manager to enter into contracts
. with Atlantic Beach Athletic Association, Atlantic
Beach Experimental Theatre and Tennis Instructor
Sandra Phillips for use of City facilities.
ATTACHMENTS: Contracts
REVIEWED BY CITY MAT
AGENDA ITEM #8C
DECEMBER 9, 2002
CITY OF ATLANTIC BEACH
RENTAL CONTRACT FOR PUBLIC FACILITIES
LONG TERM
AGREEMENT made and entered into this 14th day of October 20 02 , 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 Experimental Thea. ~ pf 716 Ocean Blvd. Atlantic Beach
Florida _ 32233 , (904) 246-3394 .(hereinafter "Renter").
WHEREAS, Renter desires to use the following public facility:
Adele GraQe Community Center Theater and Dressing Rooms 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 10/1/02 through
9/30/03
2. Amount and Time of Payment: Renter, in exchange for use of the facility, shall
pay to the City the annual fee of $200.OO~at the time of signing this agreement. Such fee may
be waived at the discretion of the City Manager if Renter is a govemm.ental 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 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 perrnission 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.
AGENDA ITEM #8C
DECEMBER 9, 2002
(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 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 corrective action be
required by the City, such action shall be the financial responsibility of slid' Renter.
(j) Renter shall provide a written account of all keys to the facility in possession of
Renter at the end ofthe contract 9 30 03 . IfRenter 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
$50.00 perkey 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 Parks and Recreation
Director under the general rules, i.e., a facility maybe 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 of a
City facility in the month of February could apply for such use after the 15th day of
January.
(1) Renter shall provide a list of all sponsors desiring to display signs for review and
approval by the City Manager.
• (m) 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
AGENDA ITEM #SC
DECEMBER 9, 2002
in the Sate 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.
Renter may apply to the City Commission of Atlantic Beach for a waiver
oftris insu-ance requirement. T~.e Ci ;~ Co:rmissioa shall consider suoh
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.
(14) 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 Theater and Dressing Rooms
(15) Additional provisions agreed upon by the City and Renter:
4. Exclusive Use Dates and Times: See Attached
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 of the demised 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.
IN WITNESS WHEREOF, we have hereunto set our hands and official seals this
day of 10/14/02
CITY OF ATLANTIC BEACH
By: ~ c%~r
Its: Atlantic~~ e, c~Experimental Theater
"CITY" P~ ~ ~~"'I ~~RENTER"
AGENDA ITEM #8C
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AGENDA ITEM #8C
DECEMBER 9, 2002
ABET Scheduling:
Board Meetings: Last Wednesday of every month
Rehearsals, Tuesdays, Thursdays and Saturdays from 1 PM-5 PM
Auditions are usually 3 weeks before each opening
FRuM AEET
AGENDA ITEM #8C
FFi,~ h10. 9F74?45 ~'l r 7 Nov. 14 ~fE DECEMBER 9, 2002
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AGENDA ITEA'I #SC
DECEMBER 9, 2002
Liataili Insurance
GH UB8
r-.
,~ Declarations
Narrtad /nsurad and Mailing Address
ATLANTIC B>rA(:IlL~PrRMT:NTI\].'CkI~P,'Ilt~. INC'
IUIS ATI_,~NTlC1SLVU. ff1?5
ATI.AN'f1C )3L-:AC:1~, iZ. 32233
Producer No. 4036375
Producer PQN111 c°,AS'!'LG [NCiTv1h1/A A (.''1`
7UU !sAS'1' MAPI.1:
B1ItM1NCi13lt1~1, h114t3(N.15~-I}(X)0
PRC)UlJ4°'rSJCOMl'Lirl'Irll (3PL•RATTQNS r1~ SUB11rCZ'
1'(7 THE GENF.F.AI. ACiCiK>rCiATL• LIIVIIT.
Chubb Group of lrtsuranco ConTpanlas
15 Mountain Vicw Road
Warren, NJ OTa59
Paficy fYuntber .i57S•Z1-33 .
Effective Oats JANtIA1tY 24, 2(N)4
Issued by the stock insurance company
indicated below, hsrein called the company
FEDERAL INSURANCE
COMPANY
lncorporatod under the laws of
JiVQ1ANA
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I~rcm: JANT3AIlY 2U, 2WU 7'n:, JANUARY 24, 2403
12;1)l A.M. staaclard tlftk at lhe,'V~ur+cd ]n.,yucd'F nt:tilitig uddre~s ahc~wi) 8bove,
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i.iability Coverage Limit Of Insurance
GENERAL LIABIL1TY
Cririv~Al_ ,~C,C1t1;Gr1TE LLMrr ~ 2,non,Cx;n
r:AC_'Il UL'C:IJRRF.NC!~ LIItiIIT 5 t,IxH),(xx~
ADV'Eit"I'iSING INJiJRY ANU
rr:IrsoNAL Lr1rc1RY 1xLMI'T ~: l,aou,cx>n
tvIEDICAL F.XPk~;N$l; LIIv117 S IQ,(10()
NON-OWNED AND NIFtED CAR LIABILITY
L•AC:H C~C'CURR?:NCE L.iMLT
,~"~
Li~tMlity lnsursnce /slue Dana: JANUARY7T, 2400
Form t9G~02-a470 (Ed. ti-9a) Oedsratkrrs
S 1,iiW.UU~~
last pogo
Page 1
~. 1 1 tL.Y14.. • T T Y.1P1'7
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AGENDA ITENI #8C
DECEMBER 9, 2002
craueta
Gustomarq Series
Custamarq Limited Insurance Program
Premium Summary
Named lnsurad and Mailing Address
A1IANTIC 13Lr1C:k-I E\I'F..ItIMF_N"('A,1,'1'klk:A'1'kt1•:INC:
1015 A'1'I.AN'I'tC: ltl'rVl.). #1175
ATLANT7c' Iil:nC.:i I, t't.32Z33
Producer No. 003ti375
Chubb Group el lRSUranc4 Comjaanfes
r5 MounfalR Vlew Road
Warrant, NJ 07059
Policy Nuutber 3373-ZI.33
Effective Oats InNUAktY 20, ZOUO
Issued by the stock insurance company
indicated below, herein caltad rtie company.
FEDERALINSURANGE
COMPANY
Incorporated under the laws of
iND1ANA
Producer Pi)N'fA C'.n$'I'I.F tNGFtAht/A A C T
700 ]i,'1ST MAl'[.E
BIRMINGEIAM, Mk AS00!7-lk)t)U
r~
Policy Period
From: Jl,l~illACtY 2U.2UUU To: IANUAI2Y 2i), 20{)i
12:0 t A.M. ~andard time at the Nrurrcd ]nsurs:d's maili:~g uddruas shown abrtvc.
Premium Payment •
•'t~,e fi*st N,uncd Insured thnwtt in Ihn UcclaraUonc is respunsihic for the payznunt of all prcmiunts sad wt)l )x: the payee f~.~r
say rzturn prcrrtlums we pay.
Estimated Premiums
:fren~iums shown in this su,nmiu•y with an asterisk(") arc csttmated prcmkumti and are suhjcct to audit
1"or inch audit peri;nl we will compute the carved prettiium far t.hal p~riad baked on Uur audit. IF as a reault of our audit
additiuttal prerrilums are due, they are payable: urxn noliCC u~ the Frt 1Vnmtd Insured. If the prcnuunt paid ix greater thtul the
carved preuuurn, vvt: will rClUtil the GCCCSS t0 111C fast Named InSLIe.'et. The audit pcriekt Wltl bt dCCCCR11nCd by WC eXlrnpilny astd
will be that period rIC tim: u:htch wt deem appropriate for adjustment of those policy prctniurtz.~ which ~tre subject to audit.
The first Named Insured must keep rGe:ordx of'tt~ iutfarmaUon we aced to perfor:tt the audit and tit:nel us copies ut vuch drncs
a~t we may request.
Coverage
TOTAL
Premium `
~ r,soa
Payment Plan ~ •
f:.^ue Oata JANiJRRY 17, 2000 c~antirtued
Form tf0•C2-9010 (EcZ a•s.r) Rramium Summary F'.ga )
AGENDA ITEM #8C •
llECEMBER 9, 2002
Cusfamarq Series
c--+t~BS Customarq Limifer! Insura,'7ce Program
~--.
Insuring Agreement
Named Insured and Mailing Address
r~7'I.AN'I'.IC--' HI:AC'H L.~CPCRIMEI~'1'!1L'1'1lt:a,1'Etl: i1YC,'
J.CI IS A•I'LANTIC: RLVT). ttl7g
ATL.4NT1C' B&1011, I'1.:i22,3
Chubb Grovp of Insurance Companies
75 lNaunfatn Vlew Road
Warren, NJ 07D59
Policy Number 3575-21-33
F_lfec;ive pate J.MIC1AItY 2U, 200U
Issued by tf~e stock irtsuranca company
indicated below, .herein called fhe company.
FEpERALINSURANCE
COMPANY
Producer No. QU36375
Producer I't7N't'n t^AS'1'r: E TNGtc~~M/A A C; '!'
700 EAST MAPLF.
BIRMINGHAM, MI ~i$(J(j9-(x,()U
incorporated under Che laws of
lNOIANA
lPV.•fR~:P: f7!!~!!f..l•Y.CG26 ;?C1'^2'tQQ~~41:rr::Ye14L':~Ywe',KrM#1t~,tC!:.':".!?QO".U'!:C.-"::i..~Ti1iG'1M:'i:'::WY.4TY.'R':.••r••••w!f:P. ~ G'nLf:b^.k%:Rifrii::Gi:i.<AF~k6ltltiYStl7:Tt^.:!.: P77i.x*Jt7.",...~1^JY.:'S:iwR~ktAyyii~'R"
Company and PolJcy Period ~ •'~~•••••~~~
]nsuruice is issued by the company in cunsidcradon nY payn'~entoC the rcyuired prctruum.
.This policy is iK3uCd Car the period 12:01 AM stuntl:ud time at rite fYArrx:d Insutnd's m~lpn~ ,1tidress shown above:
Front 3AN:JAI2Y' 20, 20UU '1'u:• JAM1AkY 2l), 2(tU3
Your acccplsince of this pnllry tentvnatcs, cffccttve wilh the inception nt'thiS pulioy, any prier policy pl•the sums; number
issued u~ you by vs.
This Insuring Agreement l0~ethcT with the 1'~'ernium Summary, Sthcdule C)f F~~rms, llCC;laruions, (;pnlraets, L•adorsenwnts
anti t:omrrxm pn}icy.C:nnditiuns comprise lids policy. If t1ti8 pulit:y is a renewal, we have only reissued to you [host policy
documents containiul; Changes from your Vreviuus policy ptriutl cuvcrugcs and arty new adUltlnngl CUvcTaXcs ar p01iCy
prvvisiuns. All other policy documents continue in ct7ecl.
In R'itness 1'/hcraoP, die company itieuinp rhls patiey has caused this policy to be. si~trod by ita authorized uftiecrs, but this
policy d~,~lI not he valid unless ul:x~ signed by a duly authgrizcd rcprrsc:ntatl ve of the cnmpaay.
17:DERA1. fNSURANGE CC-MYANY (irn~xporatcd under the ilws of Indiana)
/! ~ ~ .
0
Pieardenl
Sacnhtry
Aufhor7zBd Re resentative /~I~dr~
Y /~~~~'Ylk./
~.
Firm 30•p~ -9tk7: (Ed, ;7- v.t
J lrtsaring Agreement
Pace I pt }
AGENDA ITEM #8C
DECEMBER 9, 2002
CITY OF ATLANTIC BEACH
RENTAL CONTRACT FOR PUBLIC FACILITIES
LONG TERM
AGREEMENT made and entered into this 14th day of octoher ~ 2002 , at
Atlantic Beach, Duval County, Florida, by and between CITY OF ATLANTIC BEACH, a
Florida municipal corporation, S00 Seminole Road, Atlantic Beach, Florida 32233 (hereinafter
"City"),and Atlantic Beach Athletic:Asso. ,Of 800 Seminole Road, Atlantic Beach, FL
Florida 32233 , (904) 249-2985 (hereinafter "Renter").
WHEREAS, Renter desires to use the following public facility:
Russell Park Ballfields A & B and Concession Stand and,
WHEREAS, Renter desires to use said public facility on a recumng 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 10!1!02 through
9/30/03
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 oi` 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, alI 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
suP ortin~ documents with its own financial statements.
AGENDA ITEM #8C
DECEMBER 9, 2002
(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 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 corrective action be
required by the City, 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 ~ 9 /~30 / 03 ). 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
$50.00 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 Parks and Recreation
Director under the general rules, i.e., a facility maybe 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 of a
City facility in the month of February could, apply for such use after the 15th day of
January.
(1) Renter shall provide a list of all sponsors desiring to display signs for review and
approval by the City Manager. ~ •
(m) .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
AGENDA ITEM #8C
DECEMBER 9, 2002
in the Sate 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.
Renter may apply to the City Commission of Atlantic Beach for a waiver
of t'us insa~a-~ce requirement. The City Co.~:2.rnission 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. .
(14) 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: Russell Park Ballfields A & B & Concession Stand '
(15) Additional provisions agreed upon by the City and Renter:
4. Exclusive Use Dates and Times:
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 of the demised 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.
IN WITNESS WHEREOF, we have hereunto set our hands and official seals this
day of 10/14/02
CITY OF ATLANTIC BEACH
By:
Its:
"CITY"
___J.,...~.~-. h-. ~~i -...
Atlantic Beach Athletic Association
"RENTER"
AGENDA ITEM #8C
DECEMBER 9, 2002
Atlantic Beach Little League
Exclusive Dates Schedule 2002-2003
Fa112002 Season Exclusive Dates
August 1-November 23, 2002
4-lOPM, Monday thru Friday
7AM-7PM on Saturdays .
Spring 2003 Season Exclusive Dates
January 11-June 28, 2003
4- l OPM, Monday thru Friday
7Am-7PM on Saturdays
^ Fa112003 Season will depend, on first day. of school for 2003 school
year.
^ Little League will not hold games the weekend of the City's annual
Camp Out (usually scheduled the first weekend in March) .
Any questions, please call Duncan Hehnsworth at (904) 828-4644.
AGENDA ITEM #8C
DECEMBER 9, 2002
CERTIFICATE OF INSURANCE '~~~'°~"`°a'YJ
~l11l02
PRODUCER TI.4rS CEATIFiCATE JS ISSUED FlS R MATTER OF INFORMATION ONLY
b: & ~ 2nsu=ancc GxauA, InG. qND CONFERS NO RIGHTS Ut~N TH: CERTrFrcATE tiOLDfR. TftrS
1712 MagY'.evox Way CERTIFICATE COEs NOT aMEND, EXTEHb OR gLTEti THE
P. O . Sox 233 B COVERAGE AFFORDED HY THe POUCiE9 BL°LOW. y
Fa:L nayne,•In 46801
COMPANIES AFFORDING COVERAGE
INSURED COMPANY' 1Q
E~? RL= ursiGua, ILYC. {SE ZC::;i34J3} LETTER
PO i30:{ 544G
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" COMPANY 6
17
C~ PP,UNS
r7ICP, '_ IFC
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d?Cr
, ?vv 08539 COMPANY
LETTER
COVERAGES
THIS IS TO CERTIFY THAT THE POLICIaS OF INSURANCI: LfSTED BELOW HAVE BEcN 139UED TO TH IN3URED I~IMtEb A6oVE FOR TH£ FJl.1CY
PERIOD INOICP,TrD. NOTWfTHSTANDlNG .arJY R°_C2UIREMENT. 7HRM OR CONDITION OF ANY CQNTR~CT OR CTFiFR pOCtl1AENT WITH P.ESP:CT TO
WHICY. THIS CERPFICATE MAY 6"e ISSUER OR MAl' PERTAIN. 7HE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT' i0
ALL i HE i :RMS, EXCLU910N.~ AND CONDI71C~r13 OF .°rUCH POLICIES. LIMlT3 3FiO~NN MAY HAVE SEEr9 REDUCED BY PAID CLA1J+15.
CO.
LTR ! TYPE QF INSURANCE POLICYNUA+fpER YEFFECTNE
T'e (M.WD/YYJ FOLK.YEXFFiAT~N
bATE (M.1DpYY) I LIMITS ('Rt ihousendsl
I
General Ltabfliry ~ ~ Gsne~ai Aggrsgete ~ 5 *Tp?;
y ~ Cemrn¢td~l Gmtral LiaDiNty ~ 12 : G Lxl! 12 : O L"-M Pmd~e-conw~osx ~a~~ I s Y o c
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^ Owns b cazcaaors Prat ~ Eat ooartonce ~ s 10 c
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"~~~~ ~rrtY 12 : D]_AM 12 : O~li
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and 3 each A4C1Cer4
F.mpioyers't.iability S DiswsvPolwyLimA
S D+~aaavfisch Emoby«
ADdD S 10
Partie~ent 12 : D laM ly.: OlAM Pinta Medical 5 2 5 C
LtoalGtrtt SPX3?x0145105 2/01/02 2j01/03 En~ssMe4lcal 5 NO_*
• weeldv I s xNOa
DESCRIPTION OF OPEPATIONSA.OC,A71CNS1VE}iICLESJR£STRICTiONSlSPEC1A L rTEA~,
ADDITZOriAL INSURED: ANY PERSOri, ORGANIZATION, OR nNTZTX BNGAG&~D IN
S?C7NSORITIG OR PROVIDING TFD; P1~IISES FOR BABE RDTH SASESALL/$OFTSALL
p a c t^ c am c
cERTtPJCATE rfiol~+~ cAr>c~wT7aa
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE
CANCELLED BEFORE THE 17CPIRATION DATE THEREOF, THE
ATLANTIC BEACH CAL P,IPfi&N T.F.ArUE ISSUJNG COMPANY VNLL ENDEAVOR TO MAIL ._3.~ DAYS
Heltt~~rorLh, Duncan WRffTEN NOTICE TO THE CERTIFICATE. HOLDER NAMED TO
1100 Peamau Aoad T'HE LEFT. BUT FA?LURE TO MAIL SUCH NOTICE SHAIJ_ IMPOSE
~ Nepttazlc Beach, ~'L 32256 NO OBLIGATION OR 1.IA81L17Y OF AFlY K!N^ UPON THE
COMPANY, ~J'S AGENTS OR REPRESENTATIVES.
AuTr~tuFn ~/~/~r~ true
AGENDA ITEM #8C
DECEMBER 9,2002
CITY OF ATLANTIC BEACH
RENTAL CONTRACT FOR PUBLIC FACILITIES
LONG TERM
AGREEMENT made and entered into this 14thday of October 20 02, at
Atlantic Beach, Duval County, Florida, by and between CITY OF ATLANTIC BEACH, a
Florida municipal corporation, S00 Seminole Road, Atlantic Beach, Florida 32233 (hereinafter
"City"),.and Sandra Phillips , Of 58 Jefferson Ave. Ponte Vedra,Beach, FL
Florida 32233 . (904) 273-7418 (hereinafter "Renter").
WHEREAS, Renter desires to use the following public facility:
Tennis Courts at Russell Park and,
WHEREAS, Renter desires to use said public facility on a recurring basis such as daily,
weekly, monthly, during a particulaz 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 regazding 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 10/1/02 through
9/3 0/03
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 keep and perform:
(a) No fees or admission costs shall be chazged to the public unless approved in writing
by the City Manager.
(b) No use of alcoholic beverages shall be permitted without the written pern~ission 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
su~portin documents with its own financial statements.
AGENDA ITEM #8C
DECEMBER 9, 2002
(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
'nelow.
(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 corrective action be
required by the City, 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 9 3 0 0 2 . 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
$50.00 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 Pazks and 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 of a
City facility in the month of February could apply for such use after the 15th day of
January.
(1) Renter shall provide a list of all sponsors desiring to display signs for review and
approval by the City Manager.
(m) 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 .
AGENDA ITEM #8C
DECEMBER 9, 2002
in the Sate 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.
Renter may apply to the City Commission of Atlantic Beach for a waiver
of this ins•.~rance requirement. T~.e 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.
(14) 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 faC111ty: Russell Park Tennis Courts
(15) Additional provisions agreed upon by the City.and Renter: see attached
4. Exclusive Use Dates and Times: see attached
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 of the demised premises at any time and on any occasion.
7. Assignment: Renter shall not assign this agreement nor suffer any use ofthe 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 10/14/02.
CITY OF ATLANTIC BEACH
By: ~°
Its: S n ra Ph Tlips, ~enni Instructor
"CITY" "RENTER"
AGENDA ITEM #8C
DECEMBER 9, 2002
1. Reserved Court Times for Teaching (Two Courts on West End)
A. Monday -Friday, 8:00 AM - 6:00 PM
(If lessons are not in process, the courts will be open.)
2. Promotional lessons for Atlantic Beach Residents only.
2A. Juniors (no charge)
A Fridays 3:30 - 4:00 PM Ages 5 - 7 '
B. Fridays 4:00 - 4:30 PM Ages 8 - 10
C. Fridays 4:30 - 5:00 PM Ages 11 and older
2B. Once a month mixers.
ZC. Quarterly exhibitions
3. Adults
~A. Introductory lessons -One-half hour lesson free, when you book a halfhour lesson
for $20.00 (one time offer).
4. Tennis programs offered:
A. Private Lessons
B. Adult/Junior Clinics
$40.00/hour or $200.00/six lessons
$60.00/six one hour sessions
5. Best effort to establish a women's and men's leagues to compete in surrounding area.
6. Best effort to establish a junior league to compete in surrounding area.
7. The Renter a independent contractor.
8. Renter and City shall have the option to renew for up to 3 additional one-year periods .
upon the same terms and conditions. The option to renew shall take place no.later than sixty days
prior to the expiration of the initial term and any applicable terms.
AGENDA ITEM #8C
DECEMBER 9, 2002
29 October 2002
TO: City of Atlantic Beach
FR: Sandra Phillips (Tennis Professional
Contact # -273 7418
RE: Court Reservations for Russell Park
I would Iike fo reserve the courts at Russell Fark during, the following, hours.
Mondays Sam-IOam 3pm - 9pm ~ •
Tuesdays 3pm - 7pm
Wednesdays 3pm- 7pm
Thursdays ,3pm - 7pm
Fridays 3pm - 7pm
Sundays 4pm - 6pm
AGENDA ITEM #SC
DECEMBER 9, 2002
gCORD,M CERTIFICATE ~F LIABILITY INSURANCE
PRODUCER ~g43) 785-7733 FAX (843) 686-4369 THIS CERTIFICATE IS ISSUED A5 A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERT{F{CATE
Coastal Plains Insurance HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
5 Bow Circle ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Hilton Head Island, 5C 29928 {NSURERS AFFORDING COVERAGE
INSURED Pro essiona Tennis Registry
P.O. Box 4739
Hilton Head, SC 29938
INSURER A: ESSeX Insurance Co.
INSURER B: EVan5t10n Insurance Co.
INSURER C:
INSURER D:
INSURER E:
COVERAGES '
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERl00 INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR 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 ANO CONOlTIONS OF SUCH
,-. r•oer_eTC ~ ~*etTC cNnwnl nnev HAVE RFFN REDUCED BY PAID CLAIMS.
NSRv `.. `y
TYPE OF INSURANCE
POLICY NUMBER POLICY EFFECTIVE
OaTE MMIODrYY1 POLICY EXPIRATION
OaTE MM/DDM' LIMITS
LTR 3 CG4283 01/01/2002 01/01/2003 EACH OCCURRENCE f 2 , OOO , 0001.
GENERAL LIABILITY FIRE DAMAGE (Any ane fire) S S O , OO0
X COMMERCIAL GENERAL LIABILITY
MED EXP (Any one person) S
CLAIMS MADE a OGCUR PERSONAL d ADV INJURY S 2 , OOO , OOOI
A
GREGATE
S Z
000
OO
GENERAL AG ,
,
P
GG OOO
OO
S 2
A
PRODUCTS.-COMPlO ,
,
GEN'L AGGREGATE LIMIT APPLIES PER:
PRO• LOC
X POLICY JECT
AUT OMOBILE LIABILnY COMBINED SINGLE LIMIT
(Ea acadent) f
ANY AUTO
ALL OWNED AU70S BODILY INJURY
(Per person) S
SCHEDULED AUTOS
HIRED ALROS BODILY INJURY
(Per acddentl S
NON•OWNED AUTOS
' PROPERTY DAMAGE S
(Peracatlenq
AUTO ONLY • EA ACCIDENT S
GARAGE L1AS1LnY
~
OTHER THAN EA ACC
5
ANY AUTO AUTO ONLY: AGG S
08W819702 01/01/2002 Ol/Ol/2003 EACH OCCURRENCE s 2 , OOO , OO
EXCESS LIABILITY AGGREGATE 5 2 + OOO + OO
X OCCUR ~ CLAIMS MADE S
B
S
DEDUCTIBLE
5
RETENTION S '
w A u- H•
TORY LIMITS ER
WORKERS COMPENSATION ANO ~
EMP40YERS' LIABILITY ~ E.L EACH ACCIDENT 5
~
EL. DISEASE • EA EMPLOYE S
EL. DISEASE • POLICY LIMIT 5 I
orHER CG4283 01/01/2002 01/01/2003 Sublimit 5100,000 Each Claim
exual Physical Abuse 5200,000 Aggregate
~
a
DESCRIPTION OF OPERATIONSILOCATIONSNEHIGLESIEXGLUSIVns Auucu o+ c,.uvnac,..c...••.. ---- • ~-----•-~ -
Sandra Phillips
USPTR Member # 35004
CERTIFICATE HOLDER ADORiONAL INSURED; INSURER LETTER: CANCELLATION
Sandra Phillips TENNIS SERVICES
Ponte •Vedra Beach, FL
25-5
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION OATS THEREOF. THE ISSUING COMPANY WILL ENDEAVOR TO MAIL
lO DAYS WRRTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT.
BUT FAILURE TO MAIL SUCH NOTICE SMALL IMPOSE NO OBLIGATION OR UAIitU'I'Y
OF ANY KIND UPON THE COMPANY. ITS AGENTS OR REPRESENTATNES.
AUTHORIZED REPRESENTATNE A ~~ n ~
M.D. Barker, III/NICOLE Iy41J'~J4:,C••
OACORD CORPORATION 1