Soccer Partnership Agreement Proposal

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1 Soccer Partnership Agreement Proposal City of Rocky Mount Parks and Recreation Department and Tar River Youth Soccer Association To create a partnership between The City of Rocky Mount Parks and Recreation and the Tar River Region Youth Soccer Association (TRRYSA) in order to increase soccer opportunities for residents of Rocky Mount and expand upon a program currently set in place by TRRYSA.

2 North Carolina City of Rocky Mount Soccer Agreement Between The City of Rocky Mount And The Tar River Region Youth Soccer Association THIS PARTNERSHIP AGREEMENT is entered into this the day of, 20 and will extend through, 20 and ending on, 20, by the City of Rocky Mount Parks and Recreation ( City ) and the Tar River Region Youth Soccer Association Region ( Association ). WITNESSETH: WHEREAS, the City of Rocky Mount Parks and Recreation is interested in providing recreation soccer opportunities for the community, and WHEREAS, Tar River Region Youth Soccer Association Region has a history of supporting youth soccer programs within the community, and WHEREAS, both the City and the Association are interested in providing soccer opportunities appropriate for children and families, and WHEREAS, with the interest of providing the best youth soccer opportunity with the least possible cost to the public, full cooperation between the Association and the City is necessary, and NOW, THEREFORE, in consideration of these premises the City of Rocky Mount and the Tar River Region Youth Soccer Association do now agree to enter into the following Agreement as follows:

3 Section 1. General Condition for the City and the Association Article 1. Organization Structure: The Association s by-law shall be placed on file with the City at the time of application. The by-laws will be reviewed and deemed acceptable by the City before an agreement is issued. A list of current officers and Board of Directors of the Association shall be filed at the same time. At least four City of Rocky Mount Parks and Recreation Department s representatives (non specific) shall sit on the Association s Board of Directors. One of those seats shall be occupied by the Assistant Registrar as a non voting member. It is preferred that an executive board member does not coach their child s team. However, if this occurs, the board will select another person to help coach during the selection process to maintain an unbiased approach to the selection of the team. Article 2. Membership: All persons shall be offered the opportunity to participate regardless of race, color, national origin, religion, handicap, or other non-merit factors. Players who register in time to be entered into the program shall not be cut from recreation teams. Open skills evaluations shall be conducted for select and Parks and Recreation teams. Maximum of the 4 teams that are currently active with the organization: (1) U13B, (1) U15G, (1) U17G, (1) U17B until May 1, The Board has the right to re-evaulate and review if numbers are evident that a new competitive team can be formed. Select teams will not be formed if development reduces the number of teams within the City s recreational league age groups below 4 teams. Select teams rosters will be limited to the maximum allowed by NCYSA rules. Maximum of (1) Academy Team will be allowed in Age Groups U12 and U10 (Co-ed) until May 1, Article 3. Article 4. Program Operations: The Association shall submit a copy of all rosters, players, coaches, and volunteers relevant to Program operations by deadlines (Fall: July 1 and Spring: December 1) set by the City. Registration Forms: All participants must turn in a completed registration form, to the City in order to be eligible to participate in practices or games. Coaches must complete a Coaches Registration Form before coaching any practices or games. The City will collect all recreation division registration forms.

4 Article 5. Fees: All Recreation and Academy participants will be required to pay the following Registration Fees each season (Fall & Spring): *The current registration fee for the recreation youth soccer program. All Select team participants will be required to pay the following Registration Fee each season (January 1 and July 1). *City Residents: $55.00 Non-Residents: $82.50 *City residents are defined as a person that pays annual City of Rocky Mount property taxes. This fee obligation will be reviewed annually on January 1 st during the City of Rocky Mount s budget processes and will be subject to change. Article 6. Tournaments: All tournaments involving inter-program games and/or using city fields and facilities must be approved by the City and the Rocky Mount Sports Complex Supervisor. Any approved tournaments sponsored by the Association must be clearly stated as such. The City will offer the Association one tournament per year in an attempt to assist the Association in fundraising and covering the NCYSA sanctioning fees. The Rocky Mount Sports Complex annual tournament schedule is developed in November each year. Proposed tournament date would need to be submitting to Sports Complex Supervisor by July 1. TRRYSA will be responsible for all tournament entry fees for its teams. TRRYSA will be responsible for reporting all match reports to NCYSA. Article 7. Article 8. Coordination of Programs: The City will be responsible for the coordination and scheduling of all fields and programs. TRRYSA will also work with the Rocky Mount Parks and Recreation Department in making Select schedules with NCYSA based on field availability. Concessions: Administrators of the City of Rocky Mount Parks and Recreation as well as the Rocky Mount Sports Complex Supervisor will handle decisions dealing with concessions.

5 Article 9. Article 10. Article 11. Article 12. Admission or Gate Fees: The Association and the City shall not collect admission fees nor require the public to pay other charges to attend regular season games. The City must approve any special events or tournaments that the Association would like to apply admission fees or other charges to the public. The Rocky Mount Sports Complex Supervisor will handle all admission and gate fees for tournaments and related special events. Alcohol or Drug Use: Possession and/or use of alcoholic beverages or illegal substances are prohibited at any programs sponsored by the City. Anyone under the influence of alcohol and/or illegal substance before, during or after a scheduled program including practices will be suspended from all facilities and programs. Program Supervision: All programs including practices must maintain adult supervision. Restroom Facilities: The City will provide and maintain restroom facilities at all game sites. Section 2. Indemnification Article 1. Article 2. Article 3. The City of Rocky Mount Agrees: The City agrees to save harmless and indemnify applicant from and against all claims, losses, damages, injuries, causes of action, lawsuits, expenses, and liability arising out of the City s failure to comply with the responsibilities and stipulation stated herein. The Tar River Region Youth Soccer Association Agrees: The Association agrees to save harmless and indemnify the City of Rocky Mount from and against all claims, losses, damages, injuries, causes of action, lawsuits, expenses and liability arising from or arising out of the applicant s failure to comply with the responsibilities and stipulations and stated herein. The TRRYSA will need to have continues insurance coverage (NCYSA Requirements) beginning September 1 and ending August 31. The TRRYSA will be required to submit proof of liability insurance to the City by September 1. The TRRYSA will be required to submit a copy of their Teams & Programs Annual Budget to the City of Rocky Mount Parks and Recreation Department each year.

6 Section 3. Program Delegations and Duties Article 1. Sports Delegation: The City and the Association will cooperatively offer only the following soccer programs in accordance with the duties specified in Section 3, Articles 2 and 3 respectively. Each recreation Program may be separated into boys and girls Program based on registration numbers. City reserves the right to adjust age groups based on registration numbers. The City will administer Sections 1-7. TRRYSA will administer U4 (3&4 year olds) 2. U6 (4 & 5 year olds) 3. U8 (6 & 7 year olds) 4. U10 (8 & 9 year olds) 5. U12 (10 & 11 year olds) 6. U15 (13, 14 & 15 year olds) 7. Academy 8. Challenge 9. Classic Article 2. Responsibilities to be held by the City of Rocky Mount Parks and Recreation: 1 Rocky Mount Parks and Recreation will be responsible for the Administration of the TRRYSA Recreational and Academy Soccer Program. Responsibilities will include planning, organizing, implementing, developing, evaluation, distribution, collection of registration forms/fees and all other items pertaining to the recreation soccer program. 2 Collection of Recreation and Academy Program deposits and registration fees as well as collection of registration fees from Association for select and Parks and Recreation participants 3 Recreation and Academy Program Organization including team assignment, scheduling, and rules 4 Rocky Mount Parks and Recreation will provide all fields for both practices and games. 5 Rocky Mount Parks and Recreation Department reserves the right to make all decisions for field playability for both games and practices. 6 Rocky Mount Parks and Recreation Department will schedule all field availability. 7 Rocky Mount Parks and Recreation will provide staff for all games at the Rocky Mount Sports Complex. 8 Rocky Mount Parks and Recreation Department in conjunction with TRRYSA will solicit select events, tournaments and special events to the Rocky Mount Sports Complex. 9 Rocky Mount Parks and Recreation Department will maintain all city fields including mowing, seeding, fertilizing and other turf specific areas.

7 10 Rocky Mount Parks and Recreation Department will provide facility clean up and trash collection. TRRYSA teams are encouraged to clean team areas after each match. Failure by teams to clean area may result in a $25 clean up being assessed to the TRRYSA. 11 Rocky Mount Parks and Recreation reserves the right to approve all concession stand agreements based on Program play and select events. 12 At least four Rocky Mount Parks and Recreation Department representative will serve on the TRRYSA Board. 13 Provide uniforms to all recreation soccer program and academy participants. 14 Provide awards for recreation soccer program regular season and tournament winners. 15 Marketing for all programs including help with Academy, Select and Parks and Recreation beginning a minimum of 3 months in advance 16 Handle recreation and academy officials including related expenses, hiring, and training. 17 Handle recreation and academy coaches including related expenses, selection, and training. 18 Provide a certified Assistant Registrar and cover related expenses. 19 Handle any additional expenses related to recreation and academy soccer Program. 20 Handle team pictures for all teams including recreation teams in exchange for commission. Article 3. Responsibilities to be held by the Tar River Region Youth Soccer Association: 1 TRRYSA will be responsible for the administration of the Select Soccer program. Responsibilities will include planning, organizing, implementing, developing, evaluation, distribution, collection of registration forms and other things as needed. 2 Collection of all Select Program deposits and registration fees. Team formation will be handled by the Association in accordance to the NCYSA Rules. 3 All Select team participants will be required to pay the following Registration Fee each season (January 1 and July 1) and forwarded to the Rocky Mount Parks and Recreation Department before the deadline. *City Residents: $55.00 Non-Residents: $82.50 *City residents are defined as a person that pays annual City of Rocky Mount property taxes. *This fee obligation will be reviewed annually on January 1 st during the City of Rocky Mount s budget processes and will be subject to change.

8 4 TRRYSA will be responsible for all Select funding and expenses including uniforms and awards. 5 Handle Select Soccer Program officials including related expenses, selection, and training 6 Handle select and Parks and Recreation coaches hiring/selection, training and related expenses. 7 Provide a certified Head Registrar to complete North Carolina Youth Soccer Association Paperwork and cover related expenses. 8 Select Programs Organization including team assignment and rules.. 9 Tryouts for select proper notification to public. 10 Marketing for select Programs beginning a minimum of 3 months in advance. 11 TRRYSA may plan, organize, develop, implement and evaluate at least 1 fundraising soccer tournament annually. This will be done in partnership with the Rocky Mount Parks and Recreation Department. Section 4. Renewal of Agreement: A meeting will be held at the end of the year in which both parties will discuss the effectiveness of the agreement and will determine at that point in time how to renew this agreement. Section 5. Amendment: This Agreement may be amended at any time by the written consent of both the City and the Association. Sections 6. Termination: It is further understood and agreed that either party to this Agreement no later than March 1 terminate this Agreement upon giving in writing to the other party three months notice of its intention to terminate it.

9 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on their behalf. CITY OF ROCKY MOUNT City Of Rocky Mount Parks and Recreation Department By: Attest: Director Date Date Tar River Region Youth Soccer Association By: Attest: President Date Date

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