Exh 8D Part 1AGENDA ITEM #8D i
SEPTEMBER 24, 2001
_,
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM Authonze the Crty Manager to enter into a contract wrth Atlantic
Beach Experunental Theater, Atlantic Beach Athletic Association,
Sandra Phillips, Tenms Instructor, Beaches Sea Turtle Patrol and
Beaches Habitat for Humamty for use of various City facilrties
SUBMITTED BY Tunmy Johnson, Recreation Duector
DATE September 14, 2001
BACKGROUND In recent years, the City Manager has been authorized to enter mto
a one year contract wrth the following orgamzatron for the use of
vanous Crty facilities
• Atlantic Beach Experimental Theatre
• Sandra Pkullrps, Tenors Instructor
• Beaches Sea Turtle Patrol
• Beaches Habitat for Humamty
• Atlantic Beach Athletic Assocration
Beaches Habitat for Humamty entered mto an Agreement to use
facilrtes at Jordan Park Community Center per Ctty Comanssron
approval on January 8, 2000 The agreement gives Habrtat use of
the facility at a cost of $1 00 per year for twenty years
RECOMMENDATION Authonze the Crty Manager to enter mto a contract with Atlantic
Beach Experimental Theater, Atlantic Beach Athletic Assocratron,
Sandra Phdhps, Tenors Instructor, Beaches Sea Turtle Patrol and
Beaches Habrtat for Humamty for use of vanous Crty facilrties
ATTACHMENTS Agreement and Contracts
REVIEWED BYCITYMANAGER-
-~~
AGENDA ITEM #SD
SEPTEMBER 24, 2001
CITY OF ATLANTIC BEACH
RENTAL CONTRACT FOR PUBLIC FACILITIES
LONG TERM
AGREEMENT made and entered into this 5th day of September 2001 at
Atlantic Beach, Duval County, Flonda, by and between CITY OF ATLANTIC BEACH, a
Flonda mumcrpal corporation, 800 Seminole Road, Atlantic Beach, Flonda 32233 (hereinafter
"Cit}~'), and Atlantic Beach Expenmental Theater . of 716 Ocean Blvd Atlantic Beach Flonda
(904) 246-3394 (hereinafter "Renter")
WHEREAS, Renter desrres to use the following pubhc facility
Adele Graae Commumty Center Theater and Four Dressing Rooms and,
WHEREAS, Renter desrres to use sazd pubhc facility on a recumng basis such as dady,
weekly, monthly, dunng a particular season, or the tike, which is more than a one tune 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 rs acknowledged by both parties, it is
AGREED AS FOLLOWS
1 Length of Rental Term Thrs agreement shall run from 10/1/Ol through 9/30/02
It is anticipated wrth this year, the protect to renovate the Adele Grage Commumty Center
will begin This contract will be suspended dunng actual construction and rt will be the
responsibility of the renter to remove all belongings dunng this penod
2 Amount and Tune of Payment Renter, in exchange for use of the facihty, shall
pay to the Crty the annual fee of $1 00 per yeaz for the next twenty years at the time of
sigmng this agreement Such fee may be waived at the discretion of the Crty Manager if
Renter is a governmental agency or an orgamzation that provides a public sernce 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 Crty
Manager of Renter's non-profit status
3 Conditions Thrs agreement is made and entered into upon the following express
covenants and conditions, all and everyone of wtuch Renter hereby covenants and agrees,
with the City, to keep and perform
(a) No fees or admission costs shall be chazged to the pubhc unless approved in
writing by the Crty Manager
(b) No use of alcoholic beverages shall be pernutted without the wntten
percussion of the City Manager
AGENDA ITEM #SD '
SEPTEMBER 24, 2001
(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 ofthe City for the government and management ofthe pubhc facility,
togethec with all Hiles and requirements ofthe police and fire departments of the City
(e) Renter shall allow no discrimination based on race, sex, age, religion, national ongin,
disability or otherwise
(f) Renter shall make no alterations to the facility of a permanent nature without the
express wntten 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 funushings and equipment and shall maintazn
the facility in a clean and safe condition
(Q Rentec 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 m possession of
Renter at the end of the contract ( 9/30/02 ) If Renter can not account
for all keys, Renter will inquue 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 5$ 0 00 per key at Renter's expense
(k) Any exclusive use shall be asset forth below The use of the facility in addition to the
exclusive use penods shall be requested through the Pazks and Recreation Duector
under the general rules, ~ e , a facility may be requested for short teen use by applying
for such use after the 15th day of each month for a day or tune penod within the next
month For example, any orgamzation 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 maintain at all tunes dunng the lease term at Renter's cost, a
comprehensive pubhc Labdity insurance policy projecting the City against all
clauns 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 inlunes to persons in one
accident, $ 1.000.000 for inlunes to any one person, and $ 1.000.000 for damages
AGENDA ITEM #8D
SEPTEMBER 24, 2001
to the City and authonzed to engage in the business of general liability insurance in
the date of Flonda Renter shall deliver to the City satisfactory proof or evidence
of such insurance, and shall name the City as an additional insured under sazd
policy
Renter may apply to the City Cominission of Atlantic Beach for a waiver of
this insurance requirement The City Comrmssion 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 sazd use, cost of the insurance, and any other factors subiiutted
by Renter which umque and particular to the Renter
(a) Renter agrees to indemnify and hold harmless the City from any and all
liability, defense costs, including other fees, loss or damage which the Ciry
may suffer as a result of clauns, demands, costs or~udgment agaznst it,
ansing from all activities engaged in by Renter in its use of the following
pubhcfacihty Adele Graee Theat*e aiid f~y~jLpecing rnnmc
(b) Additional provisions agreed upon by the City and Renter
4 Eaelusive 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 conthtion
6 Control of BuildmQ In renting sazd facility to Renter, the City does not relinquish
the nght to control the management and operation of the facility, and the City Manager or lus
designee may enter the facility and all of the demised premises at any faire 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 wntten consent of
the City
IN WITNESS WHEREOF, we have hereunto set our hands and official seals this 5th
day of Se~mber 2001 _
CITY OF ATLANTIC BEACH
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AGENDA ITEM #8D
SEPTEMBER 24, 2001 '
CITY OF ATLANTIC BEACH
RENTAL CONTRACT FOR PUBLIC FACH,ITIES
LONG TERM
AGREEMENT made and entered into tins 7th day of September 2001 at
Atlantic Beach, Duval County, Flonda, by and between CITY OF ATLANTIC BEACH, a
Flonda municipal corporation, 800 Senunole Road, Atlantic Beach, Flonda 32233 (hereinafter
"City"), and Atlantic Beach Athletic Assoaation of 800 Seminole Road. Atlantic Beach Flonda
(904) 249-2782 (hereinafter "Renter")
WHEREAS, Renter desires to use the following public facility
Russell Park Ballfields A & B and Concession Stand
WHEREAS, Renter desires to use said facility on a retuning basis such as daily, weekly,
monthly, dating a particular season, or the like, wluch is more than a one tune use and
therefore a long term use, and `
WHEREAS, the parties are m 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 tun from 10/1/01 through 9/30/02
2 Amount and Tune of Payment Renter, m exchange for use of the facility, shall
pay to the City the annual fee of $200 00 per year at the time of signing this agreement Such
fee may be waved 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 m 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 Ctty 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
venting by the City Manager
(b) No use of alcoholic beverages shall be permitted without the written
permission of the City Manager