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RESOLUTION NO. 2004-131
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
EXECUTE A CONSULTANT AGREEMENT BETWEEN THE CITY OF SAN
BERNARDINO AND BRUCE C. DANIELS TO PROVIDE MANAGEMENT
SERVICES AT THE SAN BERNARDINO SOCCER COMPLEX FOR THE PERIOD
OF JUNE 1, 2004 THROUGH MAY 31, 2005.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino or her designee is hereby authorized
and directed to execute on behalf of said City a Consultant Agreement with Bruce C. Daniels
providing Management services at the San Bernardino Soccer complex for the period of June 1,
2004 through May 31, 2005, a copy of which is attached hereto, marked Exhibit "A" and
incorporated herein by reference as fully as though set forth at length.
SECTION 2. The authorization to execute the above referenced agreement is
rescinded if the parties to the agreement fail to execute it within thirty (30) days of the passage
of this resolution.
2004-131
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE MAYOR OR HER DESIGNEE TO
EXECUTE A CONSULTANT AGREEMENT BETWEEN THE CITY OF SAN
BERNARDINO AND BRUCE C. DANIELS TO PROVIDE MANAGEMENT
SERVICES AT THE SAN BERNARDINO SOCCER COMPLEX FOR THE PERIOD
OF JUNE 1, 2004 THROUGH MAY 31, 2005.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a jt. reg. meeting thereof, held
on the 17 th day of May , 2004, by the following vote, to wit:
Council Members: AYES NAYS ABSTAIN ABSENT
ESTRADA x
LIEN LONGVILLE x
MCGINNIS x
DERRY x
KELLEY x
JOHNSON x
MCCAMMACK x
klz'71-
�Rachel GClark, qity lerj,
r </
The foregoing resolution is hereby approve`tt this � day f � May c�
2004.
Approved as to
Form and legal content:
JAMES F. PENMAN,
City Attorney
By: I
/alles, Mayor
San Bernardino
2004-131
'04 r,'Y 25 rii :n3
CONSULTANT AGREEMENT
SAN BERNARDINO SOCCER COMPLEX AND RELATED PROGRAMS
by and between
Bruce C. Daniels
"Consultant"
and
CITY OF SAN BERNARDINO
"City"
2004-131
CONSULTANT AGREEMENT
SAN BERNARDINO SOCCER COMPLEX AND RELATED PROGRAMS
THIS AGREEMENT is entered into this _ day of May, 2004 by and between the
CITY OF SAN BERNARDINO (hereinafter referred to as "City"), a municipal
corporation, and Bruce C. Daniels (hereinafter referred to as "Consultant').
WHEREAS, the City has determined that it is advantageous and in its best interest to
enter into a contract for management services at the San Bernardino Soccer Complex and
Related Programs; and
WHEREAS, Consultant is experienced in providing such services and is able to
provide personnel with the proper experience and background to carry out the duties
involved in performing services as specified herein.
NOW THEREFORE in consideration of the mutual covenants, benefits and
premises hereinabove stated, the parties hereto agree as follows:
Section 1. Terms of Agreement. This Agreement shall commence on the first day of
June 2004, and ending on the 31st day of May 2005, unless sooner terminated as
hereinafter provided. This Agreement may be extended for (3) one-year periods at the
mutual consent of both parties.
Section 2. Payment. In exchange for the right to provide management services at the
San Bernardino Soccer Complex and Related Programs, City agrees to pay Consultant a
fee of Eighty -Five Thousand Dollars ($85,000) plus expenses in twelve (12) equal
monthly installments within thirty (30) working days of the end of each month unless
otherwise agreed upon by the City and the Consultant in writing. Expenses shall not
exceed $4000.00 total in twelve (12) months without the prior written consent of the
Director of Parks, Recreation and Community Services Department.
Consultant shall submit to the City a statement listing the monthly expenses. This
Monthly Statement Form shall be submitted to the City for review as to format. City may
require modification of the Monthly Statement Form to conform to City standards.
Consultant may be eligible for incentive payments for specific tasks, events or other
activities as described in Attachment A hereto.
Section 3. Scone of Services. During the term of this contract, Consultant shall
provide the services listed in Attachment A, Scope of Services.
Section 4. Equipment and Labor. Consultant shall furnish, at his own expense, all
labor, equipment and materials necessary for the satisfactory performance of the work set
forth in the Agreement, excepting the following as allocated within the limits of the City
budget or otherwise furnished by Soccer Complex users:
a. Office space, furnishings, and local telephone calls, for city
purposes only;
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2004-131
b. Soccer Complex maintenance and repairs;
C. Soccer Complex security;
d. City Concessions and Vendors; and
e. City Staffing, including but not limited to goal placement, field
striping, and clean-up.
Section 5. Indemnification. Consultant agrees to defend, indemnify and hold
harmless the City, its officials, officers, employees and agents from any costs, damages,
injuries, claims, actions, or proceedings arising from or related to Consultant's
performance under this Agreement.
Section 6. Insurance. Consultant shall deposit with the City an insurance policy or
Certificate of Insurance which shall evidence the fact that the Consultant has in full force
and effect comprehensive general liability insurance and automobile liability insurance in
an amount not less than One Million Dollars ($1,000,000) with the City, the City
Council, its officers, employees, and agents named as an additional insured. Said policy
shall contain a provision that the same cannot be modified or canceled without at least ten
(10) days written notice to the Director of Parks, Recreation and Community Services or
his designated representative.
Section 7. Compliance with All Laws. Consultant shall obtain at his expense all
proper licenses and certificates required for the proper operation of the facilities,
including but not limited to a City Business Registration Certificate, and shall abide by
all federal, state, county and local laws associated with the provision of said services.
Section 8. Standards of Operations. The Consultant shall meet and conform to
minimum standards of operations as determined by the Director of the Parks, Recreation
and Community Services Department and within approved budget allocation and in
accordance with the General Policy as contained in Attachment `B" hereto.
Section 9. Independent Contractor Status. Consultant is employed hereunder to
render a professional service with the scope of his training and experience and Consultant
only bears a legal relationship of independent contractor to the City with respect to the
services to be performed. As such, the City shall not be called upon to assume any
liability for the direct payment of any salary, wage or other compensation to any person
employed by Consultant to perform the services hereunder. The Consultant shall provide
for normal costs of Worker's Compensation Insurance as applicable.
Section IO.Termination. Notwithstanding any other provision of this Agreement to
the contrary, this Agreement may be terminated by either party with or without cause,
providing the other party receives prior written notice at least 30 days in advance, or any
other time deemed mutually acceptable by both parties. In the event that either party is
determined to be in substantial default with the terms and conditions of this contract, the
other part will provide written notice explaining its position in detail. The party
determined to be in default shall be provided 30 days to come into substantial compliance
or terminate the contract, unless both parties mutually agree in writing to other terms and
conditions. Consultant agrees to remove all equipment owned by Consultant within five
(5) days of the termination of this Agreement.
2004-131
Section 11.Assignment. Consultant shall not assign, sublet or lease any part or
portion of this Agreement without the prior written approval of the Director of Parks,
Recreation and Community Services.
Section 12.Other Work. Consultant agrees to submit to City for prior written
approval any outside work that may be construed by City as a conflict of interest or
perception thereof. City shall not unreasonably withhold approval that would unduly
restrict Consultant from gainful employment. Notwithstanding the above, the Consultant
shall not engage in any outside work that includes the management, administration or
promotion of any facility that is used primarily for the sport of soccer.
Section 13.Insnection. City reserves the right to conduct periodic inspections of the
facility and its operation. Any officer and/or authorized employee of the City may enter
upon the premises at any and all reasonable times for the purpose of determining whether
or not the Consultant is complying with the terms and conditions of this Agreement.
Section 14.Records. Consultant shall maintain a record keeping system satisfactory
to the City with the City being permitted access to these records at any time upon request
by the City. Consultant shall maintain all records for the minimum period of one (1)
year.
Section 15.Attomev's Fees. If any action in law or equity is brought to enforce the
terms of this Agreement, the prevailing party shall be entitled to reasonable attorney's
fees in addition to any other relief to which said party is entitled. The costs, salary, and
expenses of the City Attorney and members of his office shall be considered as attorney's
fees for the purposes of this Agreement.
Section 16.Amendments. This Agreement may be amended only by written
agreement by both parties.
Section 17. Notice. Any written notice to the parties hereto shall be delivered
in person or sent by registered mail, postage prepaid, to the following address:
CITY: CITY OF SAN BERNARDINO
Director of Parks, Recreation & Community
Services Department
547 North Sierra Way
San Bernardino, California 92410-4816
CONSULTANT: Bruce C. Daniels
P.O. Box 3137
Running Springs, California 92382
Section 18.Audit. City may cause to be conducted an annual audit of the books
and business conducted by Consultant. Consultant shall be and is required to comply with
all recommendations contained in said audit report. The cost of such audit shall be
divided equally between the City and Consultant.
2004-131
CONSULTANT AGREEMENT
SAN BERNARDINO SOCCER COMPLEX AND RELATED PROGRAMS
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in
triplicate at San Bernardino, California as of the day and year first above written.
APPROVED AS TO FORM
AND LEGAL CONTENT.
James F. PenmanA
City. Attorney,
By,
"CITY"
CITY OF SAN
Valles, Mayor
b
Bruce Ibaniels
2004-131
ATTACHMENT A
Scope of Services.
Consultant will be responsible for the operation of the San
Bernardino Soccer Complex during all scheduled tournaments,
practices, league play and other events. Consultant shall provide
City with a complete and accurate master schedule of all events
updated weekly with changes at least seven days in advance of the
scheduled event.
IL Consultant shall provide direction for assigned staff of the Parks,
Recreation and Community Services Department as they pertain to
set-up, clean up and event operations. Consultant shall coordinate
the scheduling and operations of the concessions and vendors at
the Soccer Complex.
III. Consultant shall manage operations of the Soccer Complex and
shall be on -site and available for the duration of all activities that
make use of 6 or more fields of the Soccer Complex. Consultant
shall provide Director with a weekly schedule of Consultant's
onsite activities at least one week in advance.
IV. Consultant shall be available by City issued 2-way radio/cellular
phone 7 days per week 24 hours per day unless otherwise approved
by the Director of Parks, Recreation and Community Services in
advance.
V. Hours of operation shall commence at least one (1) hour prior to
the start of the event and end at least thirty (30) minutes after the
close of the event.
Economic Development - Consultant shall provide priority focus on economic
development activity that generates direct and indirect income from events, cost
savings and revenue enhancement that provide jobs, training and business
opportunities primarily for local residents and businesses. Consultant shall focus first
on business retention and expansion; i.e. ensuring that those clients presently served
are satisfied and assisted. This will be achieved by undertaking a customer and client
survey that includes, but is not limited to: City, tournament sponsors, lodging,
restaurants, retail and clients. Business development efforts will concentrate on
recruitment of new tournaments and other complimentary revenue generating events;
i.e. concerts and fiestas.
For the purposes of this Agreement, Direct Revenue shall be defined as all of the
gross revenue received by the City from the specific task or project, including but not
limited to: admissions, parking, concessions, vendors, tournament fees at the San
Bernardino Soccer Complex or other venue(s) where the specific activity is taking
place.
2004-131
All tournaments, concerts, and events shall be subject to the approval of the Director
of Parks, Recreation and Community Services.
Consultant shall provide best efforts to maximize revenue and sponsorship via a
competitive soccer program that combines facility availability with growth in the
number of participants, including but not limited to:
1. Professional Affiliation with Youth Soccer: Forge a permanent bond between
youth, adult and professional soccer organizations, locally, nationally and
internationally.
2. Educational and Government Affiliations: Integration with local schools as it
pertains to developing reciprocal agreements for use of facilities and
programs.
3. International Participation: Application of the sport's international
dimension through cultural exchange programs, emphasizing Southern
California's Pacific Rim connection.
4. Funding Strategy: Develop and implement a commercial investment and
sponsorship strategy. Seek government and foundation grants.
Year 1 Deliverables
A. Client Incentive Package
Review and develop an incentive package that includes priority processing, waiver,
reduction or deferral of fees, supporting capital improvements and programs and
other incentives.
B. Facility Maintenance and Marketing Coordination
Develop and implement a competitive public policy and governmental process to
provide a complete, accurate and timely service to existing and prospective business
clients and market conditions. This includes, but is not limited to balancing a
carefully timed, flexible field maintenance program that adapts to scheduling of
events and hotel occupancy.
C. Reciprocity Agreements
Review and/or develop reciprocity agreements with public and private organizations
including: San Gorgonio High School facility and other schools, San Bernardino
Blast Complex, California State University at San Bernardino, The Orange Show,
The San Bernardino Visitors and Convention Bureau, San Manuel Indian
Reservation, County of San Bernardino and other entities as directed by the Director
of Parks, Recreation and Community Services Department.
D. Facility Management
Consultant shall provide a management program with the following elements:
• Install Milestone Management System
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2004-131
• Review existing contracts, City policies and procedures
• Schedule of events and staff, emphasizing availability on weekends and
evenings; maintenance program and lodging availability coordination
• Review, prepare and process facility use applications, deposits, contracts and
insurance, incident and accident reports, vendors
• Supervise part-time City recreation staff and review of duties (evaluation,
qualifications, hiring, discipline, termination, hospitality training)
• Address vandalism and theft issues
• Undertake revenue collection, deposit and disbursement
• Review security plans
• Budget review of management, marketing, maintenance, security and capital
improvements
• Financial management: budget recommendations, revenue collection and
deposit, reporting
• Event solicitation, planning, and site management
• Concessions screening, proposal and credential review, site monitoring
E. Marketing
Consultant shall undertake the following Marketing program:
1. Pursue designation of the San Bernardino Soccer Complex as the "San Bernardino
International Soccer Complex"
2. Media liaison (radio, television, newspaper, magazine, internet interviews); trade
shows (trade show booth); conferences; News events (press releases and press
conferences)
3. Develop brochure, video, DVD, web -site and flyer
4. Advertising (radio, TV, internet, newspaper, magazines), press releases; press
conferences
5. Pursue collaborative marketing with the Los Angeles Galaxy and Anschutz
Entertainment Group (AEG)
6. Collaborate with Convention and Visitors Bureau for market research and promotion
strategy
7. Provide incentives where equivalent value, tangible or intangible, generates a greater
return on investment: waiver, reduction, deferral of fees, priority processing
8. Networking with the following public and private organizations: business (lodging,
restaurants, retail); education (elementary schools, high schools, colleges);
intergovernmental relations; soccer organizations; San Manuel Indian Reservation
9. Design and purchase shirts, hats, coats and warm-ups for the San Bernardino Soccer
Complex.
E
2004-131
F. Retain and Expand Existing Tournaments and Events
1. California Youth Soccer Association -South (Cal South) -Negotiate a 5-year
agreement with Cal South for grant funding, guaranteed tournament dates and
attendance, official designation as a "Cal South Venue" and CYSA membership.
• Consultant shall receive 10% of the total amount of Direct Revenue generated .for
each additional weekend beyond the (3) weekends this event historically has used
the Soccer Complex.
2. United States Youth Soccer Association Regional Tournament - Promote through Cal
South agreement and submit an application to USYSA.
3. Adult Soccer Tournaments - Recruit one tournament
• Consultant shall receive 10% of the total amount of Direct Revenue for each
additional tournament recruited after the first tournament.
4. Unaffiliated Hispanic Soccer Organizations - Network with local, regional and state-
wide unaffiliated youth and adult soccer organizations and produce at least one event.
• Consultant shall receive 10% of the total amount of Direct Revenue generated for
each additional event recruited after the first event.
5. American Youth Soccer Organization - Network with AYSO National, Section 1 and
Inland Empire Regions, producing at least one event
• Consultant shall receive 10% of the total amount of Direct Revenue generated for
each additional event recruited after the first event.
6. Los Angeles Galaxy - Network with Galaxy, producing at least one event
• Consultant shall receive 10% of the total amount of Direct Revenue for each
additional event recruited after the first event.
7. Concerts - Schedule at least one concert during the summer
• Consultant shall receive 10% of the total amount of Directo Revenue for each
additional concert recruited after the first concert.
S. Police Athletic League - Promote California Police Athletic League Tournament for
2005 and investigate organization of a San Bernardino/Inland Empire Police Athletic
League
• Consultant shall receive 10% of the total amount of Direct Revenue generated for
recruitment of the tournament in Year 1.
9. International Cultural Exchange - Promote cultural exchange program at youth,
college, select and professional levels. Schedule at least one event
• Consultant shall receive 10% of the total amount of Direct Revenue generated for
each additional event recruited after the first event.
10. Commercial Sponsorship - Review existing consultant contracts and program and
initiate a complementary commercial sponsorship campaign.
11. City Sponsored Tournament - Host one City -sponsored tournament for Year 2.
• Consultant shall receive 10% of the total amount of Direct Revenue generated for
the Year 1 and each additional tournament recruited after the first tournament.
12. Celtic Cup - Negotiate a 5-year agreement to host this event.
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2004-131
G. Economic Projections
1. Provide economic projections after analyzing current budget, revenue and indirect
income data. Establish with City target goals for the following: cost savings, revenue
enhancement, direct and in Direct Revenue, tournaments and other events, food
concession, vendors, parking, admissions, facility use fees, hotel rebates, parking,
commercial sponsorships
2. Project and pursue government and foundation grants - Amateur Athletic Foundation,
US Soccer Foundation, CYSA Field Development Foundation, HUD CDBG
Economic Development Initiatives Grant.
3. Seek additional sources of income via naming rights, investors, donations, collective
consumer purchasing program
H. Facilities Planning and Development
Undertake a comprehensive inventory of facilities and equipment available for promotion
of soccer events. This survey will examine the following:
1. San Bernardino Soccer Complex - Analyze the existing facility and adjacent areas,
including but not limited to the 60-acre redevelopment site, City -owned land
projected for new soccer field construction and San Gorgonio High School from the
standpoint of parking, parking shuttle service, the new field development, concrete
aprons, grandstands and spectator facility, rest rooms, lockers, showers, swimming
pool and RV park.
2. Reciprocity Agreements - Examine existing agreements with other public and private
facilities regarding reciprocity use, including but not limited to: San Gorgonio High
School, San Bernardino Blast Complex, Little League dormitories, California State
University at San Bernardino, Orange Show, elementary schools,
3. San Bernardino Mountains High Elevation Training Center —Study the development
of a high elevation soccer and multi -sports training facility in the San Bernardino
Mountains.
I. Community Relations
1. Work through the City with neighborhood and other relevant community
organizations regarding issues affected by the San Bernardino Soccer Complex.
2. Advise City in the formation of a non-profit advisory council
Year 2 Deliverables
A. Los Angeles Galaxy Satellite Academy
Promote the development of a soccer academy funded and managed by the Los Angeles
Galaxy major league soccer organization. Determine local and regional soccer
organization and participant interest. The goals of the Satellite Academy are:
1. Significantly expand the Galaxy spectator base via ticket sales, thus promoting team
and brand loyalty through professional training of youth soccer
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2004-131
2. Identify and provide highest quality training for the most competitive players in
selected age groups
3. Provide professional training for all interested soccer players and coaches
4. Recruit commercial and other sponsors to financially support the program fully,
including expansion beginning in the second year of operation.
5. Obtain government and foundation grant funding for lower income and at -risk youth
6. Complement, support and enhance existing youth soccer organization programs.
Incentive Payment: Consultant shall receive 10% of the total amount of Direct
Revenue generated from this program
B. Commercial Sponsorship
Conduct a concerted campaign to build brand awareness as a lifestyle association with
soccer, obtaining written pledges from soccer participants to use a particular product in
return for an investment in the program. Negotiate agreements for funding, purchases and
project priorities with commercial investors, soccer organizations and consumers. A
system for tracking purchases is being explored that will verify performance.
Incentive Payment: Consultant shall receive 10% of the total amount of Direct Revenue
generated.
C. CYSA (Cal South)
Develop joint commercial marketing strategy, international cultural exchange, ODP and
academy program
D. Adult and Unaffiliated Hispanic Soccer Organization Tournaments
Recruit at least one additional tournament.
Incentive Payment: Consultant shall receive 10% of the total amount of Direct Revenue
generated for each additional tournament recruited after the second tournament.
E. Concerts
Schedule at least two concerts
Incentive Payment: Consultant shall receive 10% of the total amount of Direct Revenue
for each additional concert recruited after the second concert.
3rd and 4" year Deliverables
A. Professional Development League (PDL) Program
Deliver establishment of a PDL team.
Incentive Payment: Consultant shall receive 10% of the total amount of Direct Revenue
generated.
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2004-131
B. USYSA Regional Tournament
Deliver for tournament approval.
Incentive Payment: Consultant shall receive 10% of the total amount of Direct Revenue
generated.
C. AYSO
Host at least one major tournament
Incentive Payment: Consultant shall receive 10% of the total amount of Direct Revenue
generated.
D. Los Angeles Galaxv
Promote Satellite academy program; appearances; clinics and exhibition match
E. Concerts
Schedule at least three concerts
Incentive Payment: Consultant shall receive 10% of the total amount of Direct Revenue
generated for the third concert.
F. Adult and Unaffiliated Hispanic Soccer Organization Tournaments
Recruit at least one additional tournament.
Incentive Payment: Consultant shall receive 10% of the total amount of Direct Revenue
generated.
G. International Cultural Exchange
Promote cultural exchange program at youth, college, select and professional levels.
Schedule at least one event leading up to Germany World Cup 2006
H. City Sponsored Tournament
Host one additional City -sponsored tournament
Incentive Payment: Consultant shall receive 10% of the total amount of Direct Revenue
generated.
I. Commercial Sponsorship
Expand commercial sponsorship campaign via Naming Rights, collaborative marketing
and collective purchasing power
Incentive Payment: Consultant shall receive 10% of the total amount of Direct Revenue
generated.
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2004-131
ATTACHMENT B
GENERAL POLICY
Inclement weather causing potentially serious field damage will necessitate a policy
decision regarding possible closure of all or some of the fields. For tournaments with
rain dates, the Consultant will close all fields based on a mutual decision of the
Consultant, event organizer, and field maintenance officials. Tournament Directors must
be given at least 24 hours advance notice prior to registration at the field.
MAINTENANCE CONTRACTOR COORDINATION TO ENSURE:
1. Fields mowed
2. Irrigation programmed and adjusted; concessions informed of overnight irrigation
RECREATION STAFF DIRECTED TO:
1. Paint lines; place goals
2. Schedule Workers; Maintenance Aides; Community Service Workers, identify
contact person
3. Monitor rest room; staff must be scheduled for entire day for rest room support
4. Supplies; rest room supplies; TP, towels, trash liners, etc.
5. Fuel all vehicles, fill all cans; utility carts and vehicles cleaned, fueled and readied
6. Portable Rest rooms
7. Trash containers placed; all trash containers emptied on Fridays
8. Discussions with staff regarding scope and size of tournament.
9. Facility Use Application
• Send Facility Use Application for Completion
• Receive Completed Facility Use Application and signed, complete and
accurate insurance form (including endorsement letter) at least two weeks
before event, including information on number of tables and chairs, room size
and location, use of tent, ticket price, VIP passes, etc.
• Forward insurance documents for review and approval
• Prepare Contract for signature, file and mailing
10. Enter dates immediately into Master Schedule; distribute Master Schedule
immediately to:
• Food Concessionaire(s)
• Parks Maintenance - identify field numbers, sizes, painting requirements, and
other special requirements
• Recreation Staff
11. Formally determine designated food concessionaire(s) by communicating with all
parties at least two weeks before event
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2004-131
12. Obtain detailed tournament schedule at least two weeks before event, including
registration location, number of fields, teams and games, etc. (start and end time,
field numbers, building and date), file and distribute immediately to:
• Food Concessionaire(s)
• Parks Maintenance identify field numbers, sizes, painting requirements, and
other special requirements.
• Recreation Staff
13. Prepare Service Request Form and submit to Processor for distribution to Park
Maintenance staff at least two weeks before event that include: need for tent,
portable restrooms, grass cut, field painting specifications, vehicles, goal
positioning, tables, chairs, picnic tables and/or other special requests
14. Park Maintenance and Recreation Staff will review respective Master Schedule,
checklists and other relevant issues in a meeting (including a field inspection) by
no later than three days prior to the event
15. Tickets
• Order ticket design, including date and fee amount for vehicles, RVs
(combined dates), and VIP passes, at least two weeks before event
• Prepare Open Purchase Order and deliver ticket design for printing at least
one week before event
16. Purchase batteries, zip ties and check availability and quantity of other items
needed; e.g. radios for parking and tournament officials
17. Prepare parking fee collection, including:
18. Staffing assignments at least one week before event
• Cash for each ticket collector
• aprons, zipped money bags, rubber bands
• tickets and RV passes
• operational radios
• brief staff on special instructions
• Provide escort for all concessions onto the field
19. Day of Event — Arrive 6:30 a.m.
• Traffic control set-up (cones, barricades and signs)
• Direct RVs to designated areas (see attached map)
• Direct Concessionaires to designated areas determined on a case -by -case basis
• Staple gun, hammers, tables, chairs
• Field net numbers
• Corner flag placement
• Concessionaire support throughout the day
• Radio distribution to staff, tournament officials and food concessionaire
• Deploy ticket takers and monitors with chairs and supplies
• Deploy first aid kit with clipboard and accident/incident report forms
• Handle money drops at least once each hour
• Assign 30-minute break for lunch
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2004-131
• Routinely Patrol by vehicle and on foot entire area of activity enforcing
Ordinance
• Check restrooms hourly, assisting Park Maintenance when needed
20. Event Closure
• Lock up bathrooms and gates
• Set alarm to Concession Building (Perimeter check of all doors)
• Lock drink machines
• Remove and store corner flags each day
• Retrieve radios from all personnel each day
• Remove and store cones, barricades and signs each day
• Store chairs and tables in secure location each day
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