HomeMy WebLinkAboutDocumentation_Regular_Tab 08_12/11/2025 Agenda Item #8.
Regular Council
A-1
STAFF MEMO
Meeting: Regular Council - Dec 11 2025
Staff Contact: Greg Corbitt, Director of Parks and Department: Parks and Rec
Recreation
Consider approval of Facility Use Agreement for Sports Tyme Summer Camp for 10 weeks from June
1, 2026 to August 7 2026 for $22,500 for use of the Tequesta Recreation Center Basketball Court
Gymnasium
.SUMMARY:,i-a
Please see attached Facility Use Agreement between Sports Tyme Summer Camp and the Village of
Tequesta Parks & Recreation for facility usage during summer 2026 for the purpose of summer camp
facilitation.
The Sports Tyme Summer Camp, hosted at the Tequesta Recreation Center, offers a summer camp
program for kids ages 5 to 11. The camp runs for ten weeks, from June 1, 2026 to August 7, 2026
from 9 am to 4 pm. Early drop off and late pick up options are available for an additional fee. The
camp costs $250 per week with aone-time registration fee of $15 per camper. Residents receive a
discount. Revenue is generated based on a rental of $22,500.00. Parents and participants generally
give positive feedback, appreciating the camp's focus on safety, sportsmanship and a variety of
activities. The camp staff is CPR and first aid certified and the camp emphasizes team-building and
character development through sports. Survey results consistently show high satisfaction with the
camp's programming, with many families returning year after year.
This document and any attachments may be reproduced upon request in an alternative format by
completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-
768-0443.
BUDGET INFORMATION:
BUDGET AMOUNT $22,500 AMOUNT AVAILABLE EXPENDITURE AMOUNT: $0
$22,500
FUNDING SOURCES: N/A IS THIS A PIGGYBACK:
❑ Yes ❑x N/A
DID YOU OBTAIN 3 QUOTES?
❑ Yes 0 N/A
COMMENTS/EXPLANATION ON SELECTIONN/A
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Agenda Item #8.
Agreement Transmittal Form Sports Tyme 2026
Sports Tvme Contract 2026
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Agenda Item #8.
Village of Tequesta
Village Clerk's Office
Agreement Transmittal Form
Attach the Agreement Transmittal Form to the top of ALL agreements including agreements that
go to Council for approval AND agreements the manager signs (under $75,000). Agreements
are processed and imaged immediately following the council meeting, therefore should be
signed by the entity you are entering into agreement with PRIOR to coming to the Clerk's
or Manager's Office. Please complete the form in its entirety.
DEPARTMENT AND STAFF Greg Corbitt, Parks & Recreation
CONTACT (who do we contact
with questions):
NAME OF VENDOR: Sports Tyme
PROJECT NAME/TITLE OF Facility Use Agreement
AGREEMENT:
COUNCIL APPROVAL DATE: 12/11/2025
ORDINANCE/RESOLUTION N/A
NUMBER:
IS THIS A CAPITAL PROJECT: ❑ Yes
Capital projects require a longer ❑X No
retention period.
DOLLAR AMOUNT: $22)500.00
AGREEMENT TERM END DATE
(Required to be filled in):
If the agreement DOES NOT have August 8, 2026
an end date, please assign it an
end date for imaging and
disposition purposes.
NUMBER OF AGREEMENTS TO 1
BE SIGNED (did you place sign
her tabs in the proper signature
locations?)
SPECIAL INSTRUCTIONS FOR
CLERK'S OFFICE:
Updated: 6/28/2023
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Agenda Item #8.
PARKS
TKO
VILLAGE OF TEQUESTA PARKS AND RECREATION DEPARTMENT
FACILITY USE AGREEMENT
THIS AGREEMENT FOR use of the Village of Tequesta Rec Center
Gymnasium and Constitution Park ("Agreement") is entered into and effective thisY
day of , 20 (the "Effective Date"), by and between the V I L L A G E 0 F
TEQUESTA, a Florida municipal corporation with offices located at 345 Tequesta Drive,
Tequesta,Florida 33469,organized and existing in accordance with the laws of the State of Florida,
hereinafter the "Village"; and L , with offices located at
zz fmcr&ide cE bd6Q^d P L... ;,"7,?Q*j hereinafter the "Renter" and
collectively with the Village, the"Parties".
WITNESSETH
The Village and the Renter, in consideration of the mutual covenants contained herein and
for other good and valuable consideration, the receipt and sufficiency of which is hereby
acknowledged by both Parties, hereby agree as follows:
1. FACILITY INFORMATION AND FEES: The Parties hereby agree to enter into this
Agreement whereby the Village will allow Renter to occupy certain areas in the Village Rec Center
Gymnasium and Constitution Park as further described below, for the purposes of operating a
Summer Camp-type program. The Facility is located at 399 Seabrook Road, Tequesta, FL 33469
("Facility"). Renter a rees to a the weekl fee of$ �'e�SC7 • 00 for Facile use during pay Y Facility g
session operations, totaling $ 2-L1-S7CV • 0t7 for weeks ("Fee"). Renter agrees to make
payments to the Village by check,with half of the Fee due prior to the first day of facility use,and
the other half due on the Monday of the last week of the camp program. If Facility space is needed
for training or orientation dates for staff, that will be covered by a separate agreement.
2. USE OF FACILITY: The Facility shall be used for the purpose stated in the Agreement
and as further described in the Renter's proposal, attached as Exhibit "A." Renter shall comply
with all local, state, and federal laws related to its program and use of the Facility. The gymnasium
is a secure location in the building and requires a key fob to enter. Only Village staff have access
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Agenda Item #8.
to opening the secured doors. The areas of the Facility that are off limits to the Renter are: the
game room, kitchenette, offices, lobby slide, and activity rooms 1, 2, & 5. In the event that the
playground is used, playground users must be accompanied and supervised at all times by Renter
staff. A "Playground Supervision Plan" must be provided by and signed by Renter outlining such
policies to be followed by Renter which will be attached to and incorporated into this Agreement
as Exhibit"B." 'I AO people is the maximum building occupancy for the gymnasium. Due
to fire codes, the Renter shall not exceed this number. It is the responsibility of the Renter to
provide adequate supervision to the youth during organized and unorganized activities. Any use
of Constitution Park must be appropriately monitored by the Renter and its staff. Because onsite
restroom facilities are located outside of the rec facility building Renter Staff must accompany and
appropriately monitor attendees leaving the rec facility building for restroom use. A "Restroom
Supervision Plan"must be provided by and signed by Renter outlining such policies to be followed
by Renter which will be attached to and incorporated into this Agreement as Exhibit"C". Alcohol,
gum, vaping, and tobacco products are prohibited in the park or in the Facility. Renter shall not
store any equipment or materials at the facility without approval of the Recreation Supervisor.
Renter shall not remove,relocate, or take Village property outside for any reason without approval
from the Recreation Supervisor. Renter is responsible for cleanup of the facility. Renter shall pick
up, bag, and remove all trash generated inside the facility. Renter must sweep the gymnasium
floor daily. A "Heat Advisory Plan" must be provided by and signed by Renter outlining Renter
policies and practices during high heat days which will be attached to and incorporated into this
agreement as"Exhibit D". It is the responsibility of the Renter to keep,collect and store any items,
known as "lost and found," that are left behind by the youth attending its program. Renter will
leave all fixtures in the condition that they were found in or be charged for any damages. Any and
all damage in the park or inside the facility must be reported to the Recreation Supervisor in writing
to kworley@tequesta.org as soon as it is noted. Failure to do so will be conclusive evidence that
the damage was caused through the fault of the Renter. In the event there is any damage to the
facility equipment, furniture, or park equipment, through the fault of the Renter, its staff, or youth
attending its program, the Renter shall pay all fees to cover the costs of repair. All proposed
entertainment and educational guests coming to visit, perform, or participate in Renters camp
activities and the proposed dates for such visits must first be noticed to and preapproved by the
Village Parks & Recreation Supervisor. All guests who have outside presentations must report to
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Agenda Item #8.
Dover Road. Renter shall provide a drop off/pick up plan detailing policies and procedures
including time schedules for camp drop off and pick up. This plan must include instruction to
parents of camp participants that parking in an approved parking space is required during pick-up
time. This plan shall be signed by Renter and attached to and incorporated into the agreement as
"Exhibit E".
3. CAMP RULES, REGULATIONS,AND TRAININGS: All Renter's camp staff
("Camp Staff') are required to pass a level 2 background check. Any Camp Staff that fail said
background check are prohibited from working at the Facility under this Agreement. A list or
description of all staff qualifications, trainings, and prescreening is attached as Exhibit "F." A
description of camp rules and regulations will be provided to the Village Recreation Supervisor.
Renter shall develop and maintain an "Emergency Action Plan" with policies and procedures for
how to respond to medical emergencies including ensuring that at least one onsite staff member
maintains access to camp participant medical and emergency contact information in the event of
an on-site medical emergency. Such plan shall be signed by Renter and attached to and
incorporated into this agreement as "Exhibit G". At all times Renter will ensure these rules and
regulations are followed. Renter agrees to provide Village residents priority registration,including
early registration and reduced cost registration. Camp attendees will be dropped off and picked
up in a car line style. Camp Staff will be responsible for the security and safety of the youth at all
times during this process and must have a staff member available to walk the youth into the
building at drop off time. Parents are prohibited from entering the Facility at this time, and it is the
responsibility of the Camp Staff to enforce this rule. All Camp Staff will park in the parking lot
across the street from the Facility on Seabrook Road.
4. TERM; TERMINATION; NOTICE: This Agreement shall be for a term of
D �lC�tiS , commencing on JVM 1 and ending on AVJZ d�r0
This Agreement may be terminated without cause by either party upon 60 days written notice to
the other party. This Agreement may be terminated for cause for(i)either party's failure to comply
with the material terms of this Agreement, or(ii) any representation, guarantee, or warranty made
by the other party in this Agreement or any of its exhibits proving to have been incorrect or false
in any material respect when made. In the event that either party wishes to terminate this
Agreement for cause, that party must give the other party written notice of the alleged cause for
termination and seven (7) day to cure the alleged cause for termination.
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Agenda Item #8.
Village Renter
Village of Tequesta
345 Tequesta Drive
Tequesta, FL 33469
Attn: Greg Corbitt, Director
Parks and Recreation
S. INSURANCE: The Renter shall provide proof of workman's compensation insurance and
liability insurance in such amounts as deemed sufficient by the Village and shall name the Village
as an "additional insured"on the liability portion of the insurance policy.
6. INDEMNIFICATION: The Renter shall at all times indemnify,defend and hold harmless
the Village, its agents, servants, and employees, from and against any claim, demand or cause of
action of whatsoever kind or nature, arising out of error, omission, negligent act, conduct, or
misconduct of the Renter, its agents, servants, or employees in the performance of services under
this Agreement. Nothing contained in this Agreement shall be construed or interpreted as consent
by the Village to be sued, nor as a waiver of sovereign immunity beyond the waiver provided in
Section 768.28, Florida Statutes.
7. RELATIONSHIP OF THE PARTIES: It is specifically understood that the Renter is
not an agent or employee of the Village. Both the Village and the Renter agree that this Agreement
is not a contract for employment and that no relationship of employee—employer or principal—
agent is or shall be created hereby, nor shall hereafter exist by reason of this Agreement.
8. AMENDMENTS AND ASSIGNMENTS: This Agreement and all Exhibits attached
hereto constitute the entire Agreement between both Parties; no modifications shall be made to
this Agreement unless in writing, agreed to by both Parties, and attached hereto as an addendum
to this Agreement. The Renter shall under no circumstances sublease the Facility or allow any
other organization or individual use of the Facility without prior written consent of the Village.
9. INSPECTOR GENERAL: Pursuant to Sections 2-421 2-432 of the Palm Beach County
Code of Ordinances, the Office of the Inspector General has jurisdiction to investigate municipal
matters, review and audit municipal contracts and other transactions, and make reports and
recommendations to municipal governing bodies based on such audits, reviews, or investigations.
All parties doing business with the Village shall fully cooperate with the inspector general in the
exercise of the inspector general's functions, authority, and power. The inspector general has the
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Agenda Item #8.
power to take sworn statements, require the production of records, and to audit, monitor,
investigate and inspect the activities of the Village, as well as contractors and lobbyists of the
Village in order to detect,deter,prevent,and eradicate fraud,waste,mismanagement,misconduct,
and abuses.
10. E-VERIFY ELIGIBILITY: The Contractor warrants and represents that it is in
compliance with Section 448.095, Florida Statutes, as may be amended. No later than January 1,
2021, the Contractor shall: (1) register with and use the E-Verify System (E-Verify.gov) to
electronically verify the employment eligibility of all newly hired workers; and (2) verify that all
of the Contractor's subconsultants performing the duties and obligations of this Agreement are
registered with and use the E-Verify System to electronically verify the employment eligibility of
all newly hired workers. The Contractor shall obtain from each of its subconsultants an affidavit
stating that the subconsultant does not employ, contract with, or subcontract with an Unauthorized
Alien, as that term is defined in Section 448.095(1)(k),Florida Statutes, as may be amended. The
Contractor shall maintain a copy of any such affidavit from a subconsultant for, at a minimum,the
duration of the subcontract and any extension thereof. This provision shall not supersede any
provision of this Agreement which requires a longer retention period. The Village shall terminate
this Agreement if it has a good faith belief that the Contractor has knowingly violated Section
448.09(1), Florida Statutes, as may be amended. If the Contractor has a good faith belief that the
Contractor's subconsultant has knowingly violated Section 448.09(1),Florida Statutes, as may be
amended, the Village shall notify the Contractor to terminate its contract with the subconsultant
and the Contractor shall immediately terminate its contract with the subconsultant. In the event of
such contract termination, the Contractor shall be liable for any additional costs incurred by the
Village as a result of the termination.
11. SCRUTINIZED COMPANIES: For Contracts under $1 M, the Contractor certifies that
it is not on the Scrutinized Companies that Boycott Israel List created pursuant to Section
215.4725, Florida Statutes, and that it is not engaged in a boycott of Israel. The Village may
terminate this Agreement at the Village's option if the Contractor is found to have submitted a
false certification as provided under Section 287.135(5), Florida Statutes, if the Contractor has
been placed on the Scrutinized Companies that Boycott Israel List created pursuant to Section
215.4725, Florida Statutes, or if Contractor is engaged in a boycott of Israel. For Contracts over
$1 M, the Contractor certifies that it is not on the Scrutinized Companies with Activities in Sudan
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Agenda Item #8.
List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the
Scrutinized Companies that Boycott Israel List created pursuant to Section 215.4725, Florida
Statutes. The Contractor further certifies that it is not engaged in a boycott of Israel, and that it
does not have business operations in Cuba or Syria, as similarly provided in Section 287.135,
Florida Statutes. The Village may terminate this Agreement at the Village's option if the
Contractor is found to have submitted a false certification as provided under Section 287.135(5),
Florida Statutes or if the Contractor has been placed on one of the aforementioned lists created
pursuant to Section 215.4725, Florida Statutes. Additionally, the Village may terminate this
Agreement at the Village's option if the Contractor is engaged in a boycott of Israel or has been
engaged in business operations in Cuba or Syria, as defined in Section 287.135,Florida Statutes.
12. ATTORNEY'S FEES: In the event a dispute arises concerning this Agreement, the
prevailing party shall be awarded attorney's fees, including fees on appeal.
13. CHOICE OF LAW; VENUE: This Agreement shall be governed and construed in
accordance with the laws of the State of Florida,and venue shall be in Palm Beach County should
any dispute arise with regard to this Agreement.
14. PUBLIC RECORDS: In accordance with Section 119.0701,Florida Statutes, the Renter
must keep and maintain this Agreement and any other records associated therewith and that are
associated with the perfonnance of the work described in Scope of Services. Upon request from
the Village's custodian of public records, the Renter must provide the Village with copies of
requested records, or allow such records to be inspected or copied, within a reasonable time in
accordance with access and cost requirements of Chapter 119,Florida Statutes. A Renter who fails
to provide the public records to the Village, or fails to make them available for inspection or
copying, within a reasonable time may be subject to attorney's fees and costs pursuant to Section
119.0701, Florida Statutes, and other penalties under Section 119.10, Florida Statutes. Further,
the Renter shall ensure that any exempt or confidential records associated with this Agreement or
associated with the provision of services contemplated herein are not disclosed except as
authorized by law for the duration of the Agreement term, and following completion of the
Agreement if the Renter does not transfer the records to the Village. Finally, upon completion of
the Agreement, the Renter shall transfer, at no cost to the Village, all public records in possession
of the Renter, or keep and maintain public records required by the Village. If the Renter transfers
all public records to the Village upon completion of the Agreement, the Renter shall destroy any
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Agenda Item #8.
duplicate public records that are exempt or confidential and exempt from public records disclosure
requirements. If the Renter keeps and maintains public records upon completion of the Agreement,
the Renter shall meet all applicable requirements for retaining public records. Records that are
stored electronically must be provided to the Village, upon request from the Village's custodian
of public records,in a format that is compatible with the Village's information technology systems.
IF THE RENTER HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUTES, TO THE RENTER'S DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT,
PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN
FOR THE VILLAGE, AT (561) 768-0685, OR AT lmcwilliams(a,tequesta.org,
OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469.
15. HEADINGS: The headings contained in this Agreement are provided for convenience
only and shall not be considered in construing, interpreting or enforcing this Agreement.
16. SEVERABILITY: The invalidity or unenforceability of any provision of this
Agreement shall not affect the validity or enforceability or any other provision of this
Agreement and this Agreement shall be construed and enforced in all respects as if the invalid
or unenforceable provision is not contained herein.
17. WAIVER: No waiver by the Village of any provision of this Agreement shall be
deemed to be a waiver of any other provisions hereof or of any subsequent breach by the Renter
of the same, or any other provision or the enforcement hereof. The Village's consent to or
approval of any act requiring the Village's consent or approval of any act by the Renter shall
not be deemed to render unnecessary the obtaining of the Village's consent to or approval of
any subsequent consent or approval of, whether or not similar to the act so consented or
approved.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the
date and year first above written.
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Agenda Item #8.
Attest: Village of Tequesta
Date:
Lori McWilliams, MMC Molly Young
Village Clerk Mayor
(Village Sea[)
Name of Company: Sportstyme, Inc.
(Project Name) Summer Camp 2026
Name of Person at company responsible for signing title:
Dennis Foley
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Agenda Item #8.
Exhibit A
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•-.• ,a ,,.y 1',i
. Rg
Activity Proposal Form
Camps
Your Name
C o m p a n y N a m e
Contact Phone Numbers 4
Contact E mail
Title of Camp
Description of camp:
Preferred start date
Preferred end date � - �-- �-
Preferred Room
Times camp will meet �
cam
Ages of ersp
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Exhibit B
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Exhibit B- Playground Supervision Plan
Sportstyme staff will do a head count before exiting the TRC gym and as they re-enter the
gym. The Sportstyme Director will also do periodic head counts and remind the staff of the
importance of head counts.
All coach protocols will be followed by Sportstyme coaches whether inside or outside.A
sight line needs to be maintained at all times with the individual coaches play groups. All
coaches need to maintain a headcount of their individual group. In case of inclement
weather, the group will be moved to a safe place immediately.
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Exhibit C
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Exhibit C- Restroom Supervision Plan
Sportstyme staff will monitor all restroom breaks when campers exit the TRC gym for
bathroom breaks. Staff will step outside while the camper is using the restroom or stand in
the doorway of the door exiting the TRC gym in order to maintain visual contact while
camper goes into and exits the restroom.
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Exhibit D
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Exhibit D- Heat Plan Advisory
Sportstyme staff will monitor the weather conditions and provide as many water and inside
breaks as needed to maintain our"safe, fun, and secure" motto.
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Exhibit E
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Exhibit E- Drop off Pick Up Plan
Parents will be notified at each Monday AM drop off that if they have chosen the late stay
option they must park in a TRC parking spot and enter through the Sportstyme door on the
side of the building to pick up their child.
J �
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Exhibit F
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Exhibit F- List of staff qualifications, trainings and pre-screening
All paid staff must be at least 16 years of age, apply online, and be interviewed before
hiring. They must be fingerprinted and subsequently background checked. They must
attend pre-camp training with the camp Director.
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Exhibit G
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Exhibit G- Emergency Action Plan
The Sportstyme Director or substitute in their absence will have access at all times to the
emergency contact information for Sportstyme parents/guardians. If 911 is called the TRC
staff and emergency contact will be notified as soon as possible.
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