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Home My WebLink AboutRESOLUTION NO. 2024-94RESOLUTION NO. 2024-94 RESOLUTION ENTERING INTO A PARTNERSHIP AGREEMENT WITH THE FAIRFAX YOUTH SPORTS ASSOCIATION WHEREAS, The Fairfax Youth Sports Association wishes to provide their concession stand equipment and youth recreation sporting equipment to the City of Fairfax at no cost; and WHEREAS, the City of Fairfax wishes to provide park facilities to volunteers and other civic organizations for fundraising and other community events at no cost; and WHEREAS, the City of Fairfax and the Fairfax Youth Sports Association have drafted a Partnership Agreement that details the responsibilities and rights of each group concerning these park facilities and other equipment owned by the Fairfax Youth Sports Association. NOW, THEREFORE, BE IT RESOLVED that the Fairfax City Council does hereby approve and enter into the attached Partnership Agreement with Fairfax Youth Sports Association. BE IT FURTHER RESOLVED, by the City Council of the City of Fairfax, Iowa, that the Mayor Pro Tempore and City Clerk are hereby authorized and directed to execute said Resolution. Passed and approved this l Oth day of December, 2024. AYES: Nurre, Daly, Wozniak, Volk, and Wainwright NAYS: None �� %v ��%j^- ;�. ��-�.,� Jo Ann Beer, Mayor ATTEST: ,? ,a , - � r , i �'� �> �� C..� ��;-��-� �C�nthia Stimson, City Clerk/Treasurer , The following Partnership Agreement between the City of Fairfax (City) and the Fairfax Youth Sports Association (FYSA) is a yearly agreement and shall be reviewed annually by both parties. 1. Priority A. Priority of use for Fairfax Regional Sports and Park Complex (Complex), Fetter Field, and City Park Field or any other park facility will be given to the Fairfax Parks & Rec programs and approved community events. B. Community events such as Fairfax Civic Coalition events shall have second priority. C. Partner tournaments and other activities shall have the last priority. D. The Fairfax Parks & Rec director will schedule all events. 2. Fees A. Use of the Complex, Fetter Field, and City Park Field or any other park facility shall be free of charge for the Fairfax Parks & Rec programs and other approved community events such as but not limited to Fairfax Civic Coalition events, USA Days, or the Leon Evans Car Cruise In. B. The City shall retain all non-refundable deposits and use fees paid by partner tournaments and other identified activities. C. All fees will be collected by the Fairfax Parks & Rec director and turned into the City Clerk's office promptly. 3. Concession Stand and other revenue-generating events A. The Fairfax Parks & Rec Director shall establish or direct City staff to establish credit accounts with food vendors in the name of the City. B. The Fairfax Parks & Rec Director, or assigned employee or volunteer, will secure and stock all products for sale and use through the Fairfax concession stands including condiments, paper products, and all other supplies needed to operate the concession stands. If a volunteer performs these duties, they will be entitled to reimbursement for personal expenses. The Fairfax Parks & Rec Director shall approve all invoices to pay all vendors in a timely fashion. C. The Fairfax Parks & Rec Director will be responsible for securing all licenses, permits, and certificates required by law to operate the concession stands in the City of Fairfax, Linn County, lowa, including the Food Protection Manager Certification. D. The FYSA will provide use of any of the large appliances and/ or equipment that are currently in their possession or the concession stand to the City of Fairfax at no charge. This shall be for any approved Fairfax Parks & Rec activities including T-ball, baseball and softball, soccer, Fairfax USA Days, the Leon Evans Car Cruise-In, partner tournaments, and activities, or other events that the City would reasonably need the use of a concession stand. E. The City of Fairfax will bank all concession deposits for any event in which they supply paid staff to work the concession stand. This includes partner tournaments and events, Fairfax Parks & Rec activities at the Complex, Fetter Field, City Park Field, and other park facilities, not described in section 4-D. The Fairfax Parks & Rec Director will promptly turn over concession receipts to the City Clerk's office. F. The City will provide staffing to operate the concession stand for any activity as referenced in Sections 4-D and 4-E, including paying all costs associated with staffing the concession stand. G. The FYSA will provide any routine maintenance to said equipment at no cost to the City. 4. Volunteer and civic organizations working the concessions stand A. The Fairfax Parks & Rec Director, or City, may approve volunteer or civic organizations to work the concession stand for mutually agreed upon events. Said volunteer or civic organizations will provide their staff for the concession stand (except 4-B) during these events and pay the cost of food percentage sold during said activities by section 5-D. B. If required, the Fairfax Parks & Rec Department will provide two (2) paid concession workers or volunteers to oversee concession operations during use by an approved volunteer or civic organization. The Parks & Rec Director will determine this requirement. C. There will be no alcohol sales by the City or any volunteer or civic organization at any of the Fairfax Sports facilities, other park facilities, or other city property at any time. D. Approved volunteers or civic organizations will pay the cost of food sold at the concession stand during partner tournaments and other activities for the City of Fairfax. This figure includes licenses and permits, condiments, paper products, and all other supplies needed to run a concession stand. This figure has been determined to be 50.00% of the total sales for 2025. If a volunteer or civic organization runs the concession stand during any approved event, the Parks & Rec Director or assigned agent will collect the concession receipts at the end of each event and confirm the amount. Once confirmed, the Parks & Rec Director, or assigned agent, will promptly turn over 50.00% of the confirmed receipts to the City Clerk's office. The FYSA, as a volunteer organization shall pay all costs associated with, and bank all proceeds from other fundraising events such as but not limited to the annual pancake breakfast or spaghetti dinner, substitutes for those events, and the selling of inerchandise for the sole purpose of fundraising. 5. Sporting equipment A. The FYSA shall supply all current sporting equipment, in its possession as needed for any Fairfax Parks & Rec activity at the Complex, Fetter Field, or City Park Field at no charge to the City. This includes but is not limited to bats, balls, catcher gear, soccer nets, equipment bags, pitching machines, batting cage nets, and any other equipment, that would be reasonably associated with a youth or adult rec sports program. B. The FYSA will provide any routine maintenance to said equipment in their possession at no cost to the city. C. The FYSA shall provide the above equipment until the equipment is no longer functional or needs a replacement for any reason at which time the City will replace it. 6. Field supplies and equipment A. The FYSA shall provide field supplies and equipment in its possession as needed to prep sports fields for any event at the Complex, Fetter Field, or City Park Field at no charge to the City. This includes but is not limited to chalk, paint, drying agents, bases, pitching mounds, motorized vehicles, and any other equipment that would be reasonably associated with prepping and maintaining sports fields. B. The FYSA will provide any routine maintenance to said equipment at no cost to the City. C. The FYSA shall provide the above supplies and equipment until the current stock has been depleted or said supplies or equipment are no longer functional or needs a replacement for any reason at which time the City will replace them. City of Fairfax, lowa By: (,��. �„�1.�.�c�s�-' d�.�.�.¢,� Jo Ann Beer, Mayor Date: j-� `1`"� �`� � Fai ax You Sport � socia ion �� By• _. , I Date: _��