AGENDA REPORT
Meeting Date: April 22, 2025
Item Number:
To: Honorable Mayor & City Council
From: Joana Torres, Community Services Manager
Adrine Ovasapyan, Recreation Services Manager
Subject: A. APPROVAL OF THE MEMORANDUM OF
UNDERSTANDING BETWEEN THE CITY OF BEVERLY
HILLS AND BEVERLY HILLS LITTLE LEAGUE FOR USE OF
CITY AND BEVERLY HILLS UNIFIED SCHOOL DISTRICT
FACILITIES; AND
B. AUTHORIZE THE CITY MANAGER TO EXECUTE
THE MEMORANDUM OF UNDERSTANDING BETWEEN THE
CITY OF BEVERLY HILLS AND AMERICAN YOUTH SOCCER
ORGANIZATION DBA AYSO REGION 76 FOR USE OF CITY
AND BEVERLY HILLS UNIFIED SCHOOL DISTRICT
FACILITIES AND APPROVE A FEE WAIVER FOR TWO
SPECIAL EVENTS FOR THE TOTAL AMOUNT OF $6,912
Attachments: 1) Beverly Hills Little League MOU
RECOMMENDATION
The City Council is asked to approve the Memorandum of Understanding (MOU) between the City of Beverly Hills and the Beverly Hills Little League (BHLL). The City Council is also asked to approve a fee waiver for two special events and authorize the City Manager to execute the Memorandum of Understanding for American Youth Soccer Organization (AYSO) Region 76. These MOUs formalize the terms of field and facility usage for both organizations, ensuring equitable access to City and Beverly Hills Unified School District facilities. The MOUs also outline responsibilities for maintenance, scheduling, insurance requirements, and usage fees, while also providing added fiscal and legal protections for all parties involved.
INTRODUCTION
The partnership between the City of Beverly Hills and both, BHLL and AYSO Region 76 has been longstanding, with BHLL being a vital contributor to youth baseball programming in the community and AYSO providing recreational soccer programs for children of all ages for decades. The City Council has historically supported these organizations through fee adjustments and waivers, recognizing their contributions to the community.
Meeting Date: April 22, 2025
Additionally, the City’s Comprehensive Schedule of Taxes, Fees & Charges outlines the applicable field and facility use fees, including provisions for resident and non-resident participants. For instance, the City charges $10 per resident participant and $30 per nonresident participant, with additional fees for exceeding resident-to-non-resident ratios.
These fees are designed to offset maintenance costs and ensure equitable access to facilities. The MOUs further stipulate insurance requirements and prohibits subletting of facilities to third parties, ensuring compliance with municipal regulations.
The MOUs align with the City’s broader strategic goals of fostering community engagement and promoting recreational opportunities. By formalizing access to facilities and delineating responsibilities, the agreement supports the City’s commitment to maintaining high-quality public spaces and services. Additionally, the MOUs incorporate best practices ensuring systematic and transparent management of resources. The collaboration with BHLL and AYSO contributes to the City’s vision of enhancing the quality of life for residents through accessible and well-maintained recreational programs.
DISCUSSION
The scope of these MOUs consists of priority field usage for BHLL from February to July and August to December for AYSO. While each sport has priority field use during their specific seasons, over the past two years we have seen both City and District fields shared throughout the year. The MOUs also specify maintenance responsibilities, such as the City being responsible for lining the fields every week and removing trash from the facilities. It also outlines maintenance responsibilities for each party and allows for both organizations to host monthly board meetings and classroom trainings in City or District facilities. The MOUs also ensure compliance with insurance requirements, prohibits subletting fields or facility use to third parties, and prohibits organization coaches or volunteers from performing any field repairs specifically during inclement weather. These provisions align with best practices identified by the City to enhance fiscal and operational protections for both parties.
Fee Waivers requested by Beverly Hills Little League:
BHLL is not requesting any additional usage outside of the aforementioned.
Fee waivers requested by American Youth Soccer Organization:
Historically, AYSO has been provided a fee waiver for one of their two annual large-scale special events. In this MOU, AYSO is requesting an additional facility use fee waiver for their second large-scale annual event, Sportsmanship Cup.
1. Soccerfest – Requires usage of all three fields at La Cienega Park. This event also requires use of meeting rooms for event preparations. The total waiver amount traditionally requested for this event is approximately $2,304. Waiver includes charges for the following:
a. Special Event Permit Fees
b. Public Works/Facilities Personnel
c. Park Ranger
d. No Parking Signs
2. Sportsmanship Cup - Requires usage of all three fields at La Cienega Park, Fenton Field, and Roxbury Park for two days. This event also requires the use of meeting rooms for event preparations. The total waiver amount being requested for this Meeting Date: April 22, 2025
additional event is approximately $4,608. Waiver includes charges for the following:
a. Special Event Permit Fees
b. Public Works/Facilities Personnel
c. Park Ranger
d. No Parking Signs
FISCAL IMPACT
The agreement formalizes the use of City and Beverly Hills Unified School District facilities, ensuring that field and facility use fees are collected in accordance with established practices from both organizations. These fees, which are based on participant registration, include $10 per resident participant and $30 per non-resident participant, with additional charges for exceeding non-resident caps help offset the costs associated with maintenance and are designed to ensure equitable access to facilities.
In addition, AYSO is requesting a total of $6,912 of fees waived to hold two special events at City facilities.
Stephanie Harris
Director of Community Services
Approved By
Attachment 1
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MEMORANDUM OF UNDERSTANDING BETWEEN THE
CITY OF BEVERLY HILLS AND BEVERLY HILLS LITTLE
LEAGUE FOR USE OF CITY AND BEVERLY HILLS
UNIFIED SCHOOL DISTRICT FACILITIES
NAME OF ENTITY Beverly Hills Little League
RESPONSIBLE PRINCIPAL OF ENTITY: Gregory Morales, President ENTITY’S ADDRESS: PO Box 8549 Wilshire Blvd, Box 144,
Beverly Hills, 902100
ENTITY’S E.I.N/TAX I.D. NO.: 95-38471265
CITY’S ADDRESS: City of Beverly Hills
455 N. Rexford Drive
Beverly Hills, CA 90210
Attention: Stephanie Harris, Director of
Community Services
COMMENCEMENT DATE: March 1, 2025
TERMINATION DATE: June 30, 2025, unless extended pursuant Section 2 of the MOU
CONSIDERATION: As described in Exhibit B
Docusign Envelope ID: D48C2CC5-449F-4BAF-A7F1-069539451EE9 2 B0785-0001\2983149v15.doc
MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY
OF BEVERLY HILLS AND BEVERLY HILLS LITTLE LEAGUE
FOR USE OF CITY AND BEVERLY HILLS UNIFIED SCHOOL
DISTRICT FACILITIES
THIS MEMORANDUM OF UNDERSTANDING (“MOU”) is made by and between the City of Beverly Hills (hereinafter called “CITY”), and Beverly Hills Little League (hereinafter called “ENTITY”).
RECITALS
A. CITY and ENTITY desire to work together to offer recreational acitivities to residents of CITY and surrounding areas.
B. CITY and the Beverly Hills Unified School District (‘DISTRICT”) entered into a Joint Powers Agreement, Agreement Number 534-23, dated October 1, 2023, as amended (“JPA”). The JPA authorizes the use of DISTRICT facilities (“DISTRICT Facilitiies”) under the terms of the JPA.
C. ENTITY desires to utilize CITY (“CITY Facilities”) and DISTRICT Facilities to provide these recreational acitivities and CITY agrees to ENTITY’s use of CITY Facilities and DISTRICT Facilities.
NOW, THEREFORE, the parties agree as follows:
Section 1. ENTITY’s Use of CITY Facilities and DISTRICT Facilities.
CITY authorzies ENTITY to utilize outdoor and indoor CITY Facilities located at La Cienega Park (including Fenton Field), Roxbury Park, and various DISTRICT Facilities set forth in Exhibit A and as allowed under the terms of the JPA in accordance with the terms set forth in this MOU and CITY’s written guidelines that may from time to time be promulgated by the Director of Community Services. In the event that the JPA is amended to modify CITY’s ability to use DISTRICT Facilities, CITY shall not be responsible for finding ENTITY alternative facilities.
Section 2. Term of MOU.
The term of the MOU shall commence on the Commencement Date set forth on the cover page of the MOU and shall terminate no later than the Termination Date set forth on the cover page of the MOU, unless extended by CITY as described in this section.
The City Manager or her designee may extend the Term of the MOU in writing for two additional one-year terms or such other term not to exceed three years from the date of termination pursuant to the same terms and conditions of this MOU.
Section 3. Compensation. In consideration of the use of the CITY Facilities and DISTRICT Facilities, ENTITY shall pay CITY the consideration described in Exhibit B, attached hereto and incorporated herein.
Section 4. Method of Payment. ENTITY shall pay CITY such Compensation in accordance with the method and schedule of payment set forth in Exhibit B.
Section 5. Independent Contractor. ENTITY is and shall at all times remain, as to CITY, a wholly independent contractor. Neither CITY nor any of its agents shall have control over the conduct or any of ENTITY’s employees, except as herein set forth. ENTITY shall not, at any Docusign Envelope ID: D48C2CC5-449F-4BAF-A7F1-069539451EE9 3 B0785-0001\2983149v15.doc
time, or in any manner, represent that it or any of its agents or employees is in any manner an agent or employee of CITY.
Section 6. Assignment. This MOU shall not be assigned in whole or in part, by ENTITY without the prior written approval of the City Manager. Any attempt by ENTITY to so assign this MOU or any rights, duties or obligations arising hereunder shall be void and of no effect.
Section 7. Responsible Principal(s)
(a) ENTITY’s Responsible Principal set forth above shall be principally responsible, for ENTITY’s obligations under this MOU and shall serve as principal liaison between CITY and ENTITY. Designation of another Responsible Principal by ENTITY shall not be made without prior written consent of CITY.
(b) CITY’s Responsible Principal shall be the City Manager or her designee set forth above who shall administer the terms of the MOU on behalf of CITY.
Section 8. Personnel.
(a) ENTITY represents that it has, or shall secure at its own expense, all personnel required in the performance of this MOU.
(b) If use of CITY Facilities under this MOU involves minors under the age of 18, ENTITY’s Responsible Principal and ENTITY’s personnel, including volunteers, shall be fingerprinted in compliance with Assembly Bill (“AB”) 506 in order to conduct a State Department of Justice (“DOJ”) background check prior to ENTITY utilizing CITY Facilities and DISTRICT Facilities under this MOU. ENTITY shall meet this requirement and comply with the provisions of state law, Chapter 2.9 (commencing with Section 18975) of Division 8 of the Business and Professions Code (CH. 169, Sec. 1 (AB 506) effective January 1, 2022), requiring all volunteers of youth service organizations to receive training in child abuse identificaiton, and all volunteers receive a background check. ENTITY shall comply with the background check requirement at ENTITY’s sole expense. ENTITY’s Reponsible Principal shall notify CITY if ENTITY or any ENTITY personnel have been convicted of a misdemeanor or felony involving moral turpitude according to the DOJ report. The refusal to do so may result in termination of this MOU by CITY immediately.
Section 9. Permits and Licenses. ENTITY shall obtain and maintain during the MOU term all necessary licenses, permits and certificates required by law for the provision of services under this MOU, including a business license and a CITY Charitable Solicitations permit (as applicable if fundraising activities to occur), as further described in Exhibit A.
Section 10. Interests of ENTITY. ENTITY affirms that it presently has no interest and shall not have any interest, direct or indirect, which would conflict in any manner with the performance of the Scope of Work contemplated by this MOU. No person having any such interest shall be employed by or be associated with ENTITY.
Section 11. Insurance.
(a) ENTITY shall at all times during the term of this MOU carry, maintain, and keep in full force and effect, insurance as follows:
(1) A policy or policies of Comprehensive General Liability Insurance, with minimum limits of Two Million Dollars ($2,000,000) for each occurrence, combined single Docusign Envelope ID: D48C2CC5-449F-4BAF-A7F1-069539451EE9 4 B0785-0001\2983149v15.doc
limit, against any personal injury, death, loss or damage resulting from the wrongful or negligent acts by ENTITY.
(2) If applicable, a policy or policies of Comprehensive Vehicle Liability Insurance covering personal injury and property damage, with minimum limits as required by the state of California per occurrence combined single limit, covering any vehicle utilized by ENTITY in performing the Scope of Work required by this MOU.
(3) Workers’ compensation insurance as required by the State of California.
(b) ENTITY shall require each of its subcontractors to maintain insurance coverage which meets all of the requirements of this MOU. (c) The policy or policies required by this MOU shall be issued by an insurer admitted in the State of California and with a rating of at least a A+;VII in the latest edition of Best’s Insurance Guide.
(d) ENTITY agrees that if it does not keep the aforesaid insurance in full force and effect CITY may either immediately terminate this MOU or, if insurance is available at a reasonable cost, CITY may take out the necessary insurance and pay, at ENTITY’s expense, the premium thereon.
(e) At all times during the term of this MOU, ENTITY shall maintain on file with CITY’s Risk Manager a certificate or certificates of insurance on the form set forth in Exhibit C, attached hereto and incorporated herein, showing that the aforesaid policies are in effect in the required amounts. ENTITY shall, prior to commencement of work under this MOU, file with CITY’s Risk Manager such certificate or certificates. The general liability insurance shall contain an endorsement naming CITY and DISTRICT as an additional insured, as applicable. (f) The general liability and, if applicable vehicle liability policies required under this MOU shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty (30) days prior written notice to CITY, and specifically stating that the coverage contained in the policies affords insurance pursuant to the terms and conditions as set forth in the MOU.
(g) The insurance provided by ENTITY shall be primary to any coverage available to CITY and DISTRICT. The policies of insurance required by this MOU shall include provisions for waiver of subrogation.
(h) Any deductibles or self-insured retentions must be declared to and approved by CITY. At the option of CITY, ENTITY shall either reduce or eliminate the deductibles or self-insured retentions with respect to CITY, or ENTITY shall procure a bond guaranteeing payment of losses and expenses.
(i) The insurance coverage amounts required under the MOU do not limit CITY’s right to recover against ENTITY and its insurance carriers.
Section 12. Indemnification.
(a) ENTITY agrees to indemnify, hold harmless and defend CITY, City Council and each member thereof, and DISTRICT, DISTRICT’s Board of Education and every member thereof, and every officer, employee and agent of CITY and DISTRICT, from any claim, liability or financial loss (including, without limitation, attorneys fees and costs) arising from any Docusign Envelope ID: D48C2CC5-449F-4BAF-A7F1-069539451EE9 5 B0785-0001\2983149v15.doc
intentional, reckless, negligent, or otherwise wrongful acts, errors or omissions of ENTITY or any person employed by ENTITY in the performance of this MOU. (b) All duties of ENTITY under this section shall survive termination or expiration of the MOU.
Section 13. Termination.
(a) CITY shall have the right to terminate this MOU for any reason or for no reason upon thirty (30) calendar days’ written notice to ENTITY. ENTITY agrees to cease all work under this MOU on or before the effective date of such notice. At CITY’s sole discretion, CITY may allow ENTITY to operate until July 31st of the then current Operating Period. An Operating Period shall be defined as the period from August 1st of one year to July 31stof the following year. (b) In the event of termination or cancellation of this MOU by CITY, ENTITY shall pay CITY a pro rata share of the compensation for the use of CITY Facilities and DISTRICT Facilities for activities, programs and/or events held up to the date of termination based on the compensation formula set forth in Section 2 and Exhibit B of the MOU.
Section 14. Records Retention and Examination. ENTITY shall retain, protect, and maintain in an accessible location all records and documents, including paper, electronic, and computer records, with respect to all matters covered under this MOU for five (5) years after receipt of final payment by CITY under the MOU. ENTITY shall make all such records and documents available for inspection, copying, or other reproductions, and auditing by authorized representatives of CITY, including the City Manager or designee, free of charge. ENTITY shall make available all requested data and records at reasonable locations within the County of Los Angeles at any time during normal business hours, and as often as CITY deems necessary. If records are not made available within the County of Los Angeles, ENTITY shall pay CITY’s travel, hotel and meal costs to the location where the records are maintained. ENTITY must include this provision in all subcontracts made in connection with this MOU. This provision shall survive the termination of the MOU.
Section 15. Nondiscrimination by ENTITY. In the performance of this MOU, ENTITY assures that no person shall, on the basis of race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, sexual orientation or other basis prohibited by law, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under this MOU or under any project, program or activity supported by the MOU, as required by Title VI of the Civil Rights Act of 1964, as amended, the Civil Rights Restoration Act of 1987, and Federal Executive Order 12898 (Federal Actions to Address Environmental Justice in Minority Populations and Low-Income Populations). ENTITY shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, sexual orientation or other basis prohibited by law, and shall take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment, without regard to their race, color, religious creed, sex, gender, gender identity, gender expression, marital status, national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information or sexual orientation.
Section 16. Notice. Any notices, bills, invoices, etc. required by this MOU shall be deemed received on (a) the day of delivery if delivered by hand during the receiving party’s regular business hours or by facsimile before or during the receiving party’s regular business hours; or (b) on the second business day following deposit in the United States mail, postage prepaid to Docusign Envelope ID: D48C2CC5-449F-4BAF-A7F1-069539451EE9 6 B0785-0001\2983149v15.doc
the addresses set forth above, or to such other addresses as the parties may, from time to time, designate in writing pursuant to this section.
Section 17. Attorney’s Fees. In the event that either party commences any legal action or proceeding to enforce or interpret the provisions of this MOU, the prevailing party in such action shall be entitled to reasonable attorney's fees, costs and necessary disbursements, in addition to such other relief as may be sought and awarded.
Section 18. Entire Agreement. This MOU represents the entire integrated agreement between CITY and ENTITY, and supersedes all prior negotiations, representations or agreements, either written or oral. This MOU may be amended only by a written instrument signed by both CITY and ENTITY.
Section 19. Exhibits; Precedence. All documents referenced as exhibits in this MOU are hereby incorporated in this MOU. In the event of any discrepancy between the express or implied subject matters of this MOU and the provisions of any document incorporated herein by reference, the provisions of this MOU shall prevail.
Section 20. Governing Law. The interpretation and implementation of this MOU shall be governed by the domestic law of the State of California.
Section 21. CITY Not Obligated to Third Parties. CITY shall not be obligated or liable under this MOU to any party other than ENTITY.
Section 22. Severability. Invalidation of any provision contained herein or the application thereof to any person or entity by judgment or court order shall in no way affect any of the other covenants, conditions, restrictions, or provisions hereof, or the application thereof to any other person or entity, and the same shall remain in full force and effect.
EXECUTED the day of 20___, at Beverly Hills,
California.
CITY OF BEVERLY HILLS
A Municipal Corporation
____________________________
SHARONA R. NAZARIAN, PsyD
Mayor of the City of Beverly Hills, California
ATTEST:
______________________(SEAL)
HUMA AHMED
City Clerk
ENTITY: Beverly Hills LIttle League
GREGORY MORALES
Regional Commissioner
[Signatures Continue]
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APPROVED AS TO FORM: APPROVED AS TO FORM:
LAURENCE S. WIENER NANCY HUNT-COFFEY
City Attorney City Manager
____________________________
STEPHANIE HARRIS
Director of Community Services
SHARON L’HEUREUX DRESSEL
Risk Manager
ANTHONY RODSTEIN
Purchasing Services Manager
Docusign Envelope ID: D48C2CC5-449F-4BAF-A7F1-069539451EE9 8 B0785-0001\2983149v15.doc
EXHIBIT A
USE OF CITY FACILITIES and DISTRICT FACILITIES
ENTITY will have access to all outdoor fields located at La Cienega Park (including Fenton Field) and Roxbury Park for the timeline detailed in this MOU and as further agreed upon in writing between the City Manager on behalf of CITY and ENTITY. ENTITY will also have access to DISTRICT Facilities at Horace Mann Elementary, Beverly Vista Middle School, Hawthorne Elementary, El Rodeo Elementary, the Nickoll Field at Beverly Hills High School, and any additional facilities authorized by written amendment to the MOU and subject to the terms of the JPA.
ENTITY shall request use of additional CITY Facilities and/or DISTRICT Facilities in writing for ENTITY programs, activities and events in accordance with the terms of the MOU. Such requests are subject to the prior written approval of the Director of Community Services or their designee.
Use of CITY Facilities and DISTRICT Facilities for ENTITY Programs, Activities and Events
1. Regularly scheduled sporting programs, activities and/or events at CITY and/or DISTRICT Facility(ies) including fields, gymnasiums and multi-purpose rooms as authorized by CITY’s Director of Community Services in writing.
a. ENTITY should book regular scheduled field requests in writing three (3) months prior to start of their season if it is in addition to the previous year’s usage. b. ENTITY shall book any additional CITY Facilitiy(ies) and DISTRICT Facilities including indoor space at least three (3) weeks in advance with CITY’s Liaison and/or their designee.
Identify regular season bookings versus one-time special event requests. Special events must be booked 3 to 4 months in advance. c. Field permits will be distributed to ENTITY’s Responsible Principal. It will be ENTITY’s Responsible Principal’s role to distribute and keep records and submit to CITY staff designee, the names of coaches, staff, volunteers, or any affiiliated personnel using such permits. All field permits must be returned to CITY personnel at the conclusion of the season.
d. If any issues arise during a program, activity and/or event, ENTITY’s Responsible Principal will be contacted to resolve the issue and/or ENTITY shall report to CITY staff immediately.
e. It is the ENTITYs responsibility to control the distribution of such field permits and any mishandling of these field permits may result in revocation of any and/or all field permits
f. Use of CITY Facilities and DISTRICT Facilities shall be exclusively for purposes related to ENTITY’s activities as described in this MOU and shall not include scheduling or use of fields on behalf of other individuals, businesses, nonprofits or community groups. ENTITY agrees that their scheduling and use is not allowed for non-ENTITY sanctioned programs including, but not limited to, private camps, summer or holiday camps, clinics, classes, or special events, unless specifically approved by CITY’s Director of Community Services in writing. ENTITY may not charge fees or accept donations in exchange for use of CITY Facilities and DISTRICT Facilities for any activities that are not officially ENTITY activities, unless approved in writing by CITY’s Director of Community Services.
2. Priority Use. CITY has typically had very strong participation rates in AYSO soccer and Little League baseball. Soccer and baseball typically occur at different times of the year, therefore each group will have a time of the year in which they have priority of use. AYSO shall have the priority of use of field space during the months of August through December and ENTITY shall have the priority of use of field space during the months of February Docusign Envelope ID: D48C2CC5-449F-4BAF-A7F1-069539451EE9 9 B0785-0001\2983149v15.doc
through June. CITY Facilities and DISTRICT Facilities will remain closed through President’s Day weekend in February for turf restoration and maintenance. A schedule of of all turf restoraton will be shared with ENTITY by the CITY in writing. CITY Facilities and DISTRICT Facilities will remain available for general public use during the the month of July.
3. Subletting. CITY expressely prohibits the subletting of any CITY Facilities and DISTRICT Facilities to third parties. This may result in the immediate termination of this MOU and/or future CITY Facilities and DISTRICT Facilities allocations.
4. Meetings. Any meeting requiring classrooms or meeting rooms at CITY Facilities and DISTRICT Facilities must be booked at least one (1) week in advance and will be subject to availability through CITY’s Liaison or their desginee. No more than twelve (12) board meetings will be allowed during a calendar year. Up to ten (10) classroom trainings may be hosted at CITY Facilities or DISTRICT Facilities per quarter per calendar year, not to exceed forty (40) trainings per calendar year. Additional board meetings or classroom trainings exceeding the allotments mentioned above wil be subject to a traditional room rental to be rented at the present-day room rental rate. Room set-up requests must be submitted in writing with room requests.
5. Special events
a. Date and location of special events must be submitted 2 to 3 month in advance, in writing and prior to the season starting and the date must be approved by CITY staff liaison.
b. ENTITY will be allowed to hold one (1) large scale event per season approved by city liaison. Permits will be required, and fees will be waived. Additional events that fall outside of practices and games will be subject to permit fees. c. All insurance and permits must be in place as described in the MOU including any subcontractors, vendors, or third parties participating as further described in Section 11 of this MOU.
d. Prior to ENTITY’s use of CITY Facilities and DISTRICT Facilities, ENTITY must submit in writing a plan for cleaning, disinfecting, and vacating any space proposed to be occupied for the special event. No vehicular access of any kind on any CITY field.
e. ENTITY must also assess the impact on CITY Facilities and DISTRICT Facilities and CITY and/or DISTRICT staff.
f. ENTITY must also follow the infectious disease guidelines as further described in this Exhibit A.
g. All events must adhere to CITY event guidelines provided by CITY’s designee at the time of request.
6. Field Space
a. ENTITY has use of the following CITY fields during its season. (February – July) i. Start Monday after President’s Day holiday in February ii. Concludes in July (Beyond mid-July requires advanced notice of 3 months and the Director of Community Services written approval) iii. CITY fields will be closed mid-December through the weekend prior to President’s Day holiday for field seeding and maintenance.
1. Rating days - if field space is being requested, CITY will request DISTRICT field space. CITY field multi-use fields will be unavailable and DISTRICT space will be provided.
b. CITY Fields include:
i. La Cienega Fields 1& 2
ii. La Cienega Field 3 (Baseball field)
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iii. Frank Fenton Field
iv. Roxbury Park Field
c. DISTRICT Fields
i. Through the JPA ENTITY utilizes DISTRICT field space for weekday and weekend practices and games.
ii. Field request/schedule finalized with CITY and DISTRICT staff by mid November (by the 15th of the month)
iii. Coaches utilizing DISTRICT fields are required to have a current field permit provided by CITY.
iv. DISTRICT Fields include:
Horace Mann Field
Weekdays 4pm - 6pm
Hawthorne Field
Weekdays 4pm - 6pm
El Rodeo Field
Weekdays 4pm – 6pm
Weekends
Beverly Hills High School
On an as needed basis for rating days being requested (3) weeks in advance and based on DISTRICT availability.
7. Access. Keys to CITY Facilities and DISTRICT Facilities may be assigned to ENTITY’s Responsible Principal at CITY’s discretion. Keys will only be provided for access to storage facilities. Access to fields, batting cages, etc., will be the responsibility of CITY staff. Any lost or damaged keys must be replaced at ENTITY’s expense. i. Keys will issued to ENTITY President to distribute. ENTITY President must provide the names of who the keys are issued to, to the Recreation Services Manager or her designee.
ii. Keys will be required to be returned at the end of the season. Failure to return keys will result in storage closet locks being opened and closed by CITY staff.
iii. Number of keys will be mutually agreed upon by CITY and ENTITY.
Number of keys will be three (3).
iv. No keys shall be issued for any DISTRICT space.
8. Batting cages for La Cienega and Roxbury Park must follow the designated procedure listed below.
i. Must be an affiliated coach with ENTITY (Parent of players are NOT ALLOWED access without a coach).
ii. Requests from coaches must be directed to ENTITY’s President with specific location, date and time.
iii. ENTITY’S President will submit the request to designated CITY youth sports liaison at least 24 hours in advance.
iv. CITY liaison will confirm in writing when the request is approved and inform park ranger the date, time and location.
v. Park rangers will open the cages only upon receiving confirmation from CITY sports liaison for the person who the reservation is made for. Little Docusign Envelope ID: D48C2CC5-449F-4BAF-A7F1-069539451EE9 11 B0785-0001\2983149v15.doc
League pitching machines must be operable and maintained otherwise removed.
9. Score Booths
ENTITY is responsible for maintenance and cleaning of score booths for the duration of the season. ENTITY shall also be responsible for the following:
i. Sweep score booths of trash and/or debris.
ii. Throw trash away.
iii. Store any additional items in a designated secure area.
10. Maintenance
a. Monday through Friday, Public Works Parks Division staff will maintain all CITY fields. Maintenance consists of the following:
1. Dragging the dirt infield
2. Watering down the field (Game days ONLY)
3. Chalking the field (Game days ONLY)
4. Using clay to fill holes in the dirt infield
5. Raking out debris from bullpens
6. Mow infields.
7. Work on home plate and mounds (add clay to those areas if needed)
8. Bases out on the field
b. Weekend maintenance will be the responsibility of ENTITY. Approved maintenance consists of the following:
i. Responsibility to drag, chalk, and wet the field
ii. Place bases out on the field
iii. At conclusion of play, cover home plate and pitching mound and return bases to storage closet.
iv. All items below must be returned immediately after use:
Tampers
Rakes
Chalk
Quick coupler (1) for all fields
Hose (1) for all fields
All score booth areas, bleachers, and areas around the fields will be power washed by CITY prior to the start of the season, mid-season, and at the end of the season. d.. Field Covers and Fencing
i. Field covers and bases
1. Home plate and mound covers are the responsibility of the coaches or ENTITY representatives/volunteers after
last game or practice.
2. Bases are to be stored in storage closet after games and/or practices. Our as mutually agreed upon in writing between CITY and ENTITY.
e.. Rain day procedures
i. The parties must discuss and agree upon rain day procedures in writing.
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ii. Monday - Friday field status will be provided through the parks division line 310.285.1100.
iii. If there is rain on the weekends, ENTITY shall communicate with Park Services Supervisor to determine if the field is playable. iv. There will be no games if fields are saturated.
v.
11. Storage. ENTITY is responsible for storage areas at each field. a. All storage (at CITY or DISTRICT Facilities) must be maintained clean and organized. ENTITY shall coordinate power washing of the storage area with CITY. b. Storage closets are meant for field equipment and supplies to be used on the field. (See section above under Storage Closet and Keys – CITY responsibility) c. Additional equipment and supplies must be stored on the shelving unit to allow space for entry to the storage area.
d. Said storage must be emptied, cleaned, and organized at the end of each season. e. ENTITY is responbile for lost or stolen items
f. Storage is provided for equipment only. No hazardous materials may be stored on site. Absolutely no food, beverages, open packages of any sort may remain on any CITY Facilities and DISTRICT Facilities.
g. Identified storage areas
i. La Cienega Park
1. Field 1, 2, and 3.
2. La Cienega Tennis Center parking structure. ONLY ENTITY coaches have access.
3. Roxbury Field. One storage closet behind score booth.
4. At the start of each season, each storage space should be cleaned and organized in preparation for the season.
12. CITY Guidelines, Policies and Procedures. CITY has the right to enforce guidelines, policies and procedures established by CITY. ENTITY shall adhere to the Community Services Department Standards of Behavior Policy, attached hereto as Attachment 1 to Exhibit A. ENTITY shall also adhere by the Civility Statement below:
The City of Beverly Hills strives to promote positive human relations in all aspects of community life. While our schools provide civics education in the calssroom, we citizens are obligated to provide our young people with a real life model of positive civic behavoir that we teach by example.
We hope that every member of this community will join us as we take a stand in support of an environment where respect and responsible actions prevaill in every aspect of our community life.
13. CITY and ENTITY Roles and Responsiblities. All roles and responsibilities shall be outlined in writing and approved by both parties prior to the commencement of any program, activity, or event conducted at CITY Facilities and DISTRICT Facilities under the MOU.
14. Use of Subcontractors by ENTITY
a. All subcontractor agreements, including sponsorship agreements, shall be reviewed and subject to the prior written approval by CITY’s Director of Community Services or their designee prior to executing such agreements and use of CITY Facilities and DISTRICT Facilities.
b. ENTITY shall require each of its subcontractors to maintain insurance coverage which meets all of the requirements of the MOU including Section 7 of the MOU (Responsible Principal).
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15. Non-Profit Tax Exempt Status
a. ENTITY shall at all times during the term of the MOU maintain on file with the City Clerk proof of 501(c)3 status, and current ENTITY bylaws shall be submitted to CITY annually.
b. ENTITY represents that ENTITY is organized exclusively for the purposes for which an organization may be exempt from federal taxation under Section 501(c)3 of the Internal Revenue Code, or the corresponding section of any future federal tax code, including for such purposes the making of distributions to organization that qualify as exempt organizations under section 501(c)3 of the Internal Revenue Code, or the corresponding section of any future federal tax code.
16. Emergencies
a. ENTITY shall follow all CITY protocols including CITY park and DISTRICT rules to ensure the safety of all participants, CITY employees, DISTRICT employees, patrons, and all others on CITY Facilities and DISTRICT Facilities. b. In the event of an emergency, ENTITY’s Responsible Principal shall contact CITY and the registrant provided ENTITY Emergency Contact immediately. c. For purposes of this MOU, “emergency” shall include, without limitation, injury to a child, building hazard(s), natural disasters, theft of property, lost child, and any illness of a child.
d. In the event of parent complaints, ENTITY shall contact CITY immediately. Within an hour of the incident, ENTITY shall email CITY staff a written report detailing the emergency situation and/or parent complaints, the parties involved, what steps were taken and any follow up steps and/or procedures (if applicable) needed.
17. Infectious Disease.
A. ENTITY shall be required to know and adhere to the California Occupational Safety and Health Act of 1973 (“CalOSHA”) COVID-19 Prevention Non-Emergency Regulations, the California Department of Public Health orders and all state, federal and local regulations regarding COVID-19 and other infectious diseases that may pose a risk to public health.
B. ENTITY shall advise employees/volunteers who have any symptoms of COVID19, the common cold, influenza or infectious disease not to report to work.
C. ENTITY shall notify their CITY Responsible Principal and the Risk Manager immediately upon learning that an employee who was working onsite at a CITY facility has been diagnosed with COVID-19 or any infectious disease.
For questions, please contact CITY’s Responsible Principal or Risk Management at 310- 285-1073.
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EXHIBIT A
ATTACHMENT 1
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EXHIBIT B
SCHEDULE OF PAYMENT AND RATES
ENTITY shall compensate CITY for use of CITY Facilities and DISTRICT Facilities in accordance with the following process and rates:
1. ENTITY shall submit to CITY staff a roster of participants at mid-season and at the conclusion of each season. The rosters shall include each child’s name, address and if they are a resident of CITY and/or non-resident.
2. ENTITY shall pay CITY $10 for every participant that is a resident* of CITY.
3. ENTITY shall pay CITY $30 for every participant that is a non-resident** of CITY.
4. If non-resident participants make up more than fifty (50) percent of the total number of participants, ENTITY shall pay CITY an additional $5 for every participant over the fifty (50) percent cap.
*RESIDENT: Persons residing in the 90210, 90211, or 90212 zip codes will be considered a resident.
**NON-RESIDENT: Persons residing in any zip codes outside of the ones listed above.
ENTITY shall make two (2) payments to CITY. The first payment shall be made mid-way through each sports season and the second payment shall be made no more than one (1) week after the completion of each sports season.
CITY reserves the right to increase fees set forth in this Exhibit based on the annual Los Angeles County Consumer Price Index percentage increase for the month of December, commencing December 2025, when compared to the prior year.
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EXHIBIT C
CERTIFICATE OF INSURANCE
This is to certify that the following endorsement is part of the policy(ies) described below:
NAMED INSURED COMPANIES AFFORDING COVERAGE
A.
B.
ADDRESS C.
COMPANY
(A. B. C.) COVERAGE
POLICY
NUMBER
EXPIRATION
DATE
B.I. LIMITS
P.D.
AGGREGATE
AUTOMOBILE LIABILITY
GENERAL LIABILITY
PRODUCTS/COMPLETED
OPERATIONS
BLANKET CONTRACTUAL
CONTRACTOR'S PROTECTIVE
PERSONAL INJURY
EXCESS LIABILITY
WORKERS' COMPENSATION
It is hereby understood and agreed that the City of Beverly Hills, its City Council and each member thereof and every officer and employee of the City shall be named as joint and several assureds with respect to claims arising out of the following project or agreement:
It is further agreed that the following indemnity agreement between the City of Beverly Hills and the named insured is covered under the policy: Contractor agrees to indemnify, hold harmless and defend City, its City Council and each member thereof and every officer and employee of City from any and all liability or financial loss resulting from any suits, claims, losses or actions brought against and from all costs and expenses of litigation brought against City, its City Council and each member thereof and any officer or employee of City which results directly or indirectly from the wrongful or negligent actions of contractor's officers, employees, agents or others employed by Contractor while engaged by Contractor in the (performance of this agreement) construction of this project.
It is further agreed that the inclusion of more than one assured shall not operate to increase the limit of the company's liability and that insurer waives any right of contribution with insurance which may be available to the City of Beverly Hills.
In the event of cancellation or material change in the above coverage, the company will give 30 days written notice of cancellation or material change to the certificate holder.
Except to certify that the policy(ies) described above have the above endorsement attached, this certificate or verification of insurance is not an insurance policy and does not amend, extend or alter the coverage afforded by the policies listed herein.
Notwithstanding any requirement, term, or condition of any contract or other document with respect to which this certificate or verification of insurance may be issued or may pertain, the insurance afforded by the policies described herein is subject to all the terms, exclusions and conditions of such policies.
DATE: BY:
Authorized Insurance Representative
TITLE:
AGENCY: ADDRESS:
RM02.DOC REVISED 10/14/96.
Docusign Envelope ID: D48C2CC5-449F-4BAF-A7F1-069539451EE9 Certificate Of Completion
Envelope Id: D48C2CC5-449F-4BAF-A7F1-069539451EE9 Status: Sent Subject: Complete with Docusign: Joint Use Agreement - Beverly Hills Little League.pdf Source Envelope:
Document Pages: 21 Signatures: 5 Envelope Originator:
Certificate Pages: 3 Initials: 0 Joana Torres
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Time Zone: (UTC-08:00) Pacific Time (US & Canada)
455 N. Rexford Drive
Beverly Hills, CA 90210
[email protected]
IP Address: 198.245.189.167
Record Tracking
Status: Original
4/10/2025 3:07:19 PM
Holder: Joana Torres
[email protected]
Location: DocuSign
Signer Events Signature Timestamp
GREGORY MORALES
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Drawn on Device
Using IP Address: 174.208.98.188
Signed using mobile
Sent: 4/10/2025 3:54:11 PM
Resent: 4/14/2025 9:19:41 AM
Viewed: 4/14/2025 8:56:42 PM
Signed: 4/15/2025 10:12:59 PM
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Deborah Hakman for
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 172.116.62.172
Signed using mobile
Sent: 4/15/2025 10:13:01 PM
Viewed: 4/16/2025 7:39:10 AM
Signed: 4/16/2025 7:39:25 AM
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Sharon L'Heureux Dressel
[email protected]
Risk Manager
Sharon Dressel
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Using IP Address: 198.245.189.166
Sent: 4/16/2025 7:39:28 AM
Resent: 4/16/2025 9:21:46 AM
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Signed: 4/16/2025 10:20:14 AM
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Stephanie Harris
[email protected]
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Signature Adoption: Pre-selected Style
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Signed: 4/16/2025 7:44:22 AM
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Signer Events Signature Timestamp
Anthony Rodstein
[email protected]
Purchasing Services Manager
City of Beverly Hills (Finance Department)
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 99.9.137.135
Sent: 4/16/2025 10:20:16 AM
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Signed: 4/16/2025 11:00:38 AM
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Anthony Rodstein
[email protected]
Purchasing Services Manager
City of Beverly Hills (Finance Department)
Security Level: Email, Account Authentication
(None)
Sent: 4/16/2025 11:00:40 AM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Nancy Hunt-Coffey
[email protected]
Security Level: Email, Account Authentication
(None)
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Sharona R. Nazarian, PsyD
[email protected]
Security Level: Email, Account Authentication
(None)
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Huma Ahmed
[email protected]
Security Level: Email, Account Authentication
(None)
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Adrine Ovasapyan
[email protected]
Recreation Supervisor
City of Beverly Hills (Community Services
Department)
Security Level: Email, Account Authentication
(None)
Sent: 4/10/2025 5:23:38 PM
Viewed: 4/10/2025 5:35:01 PM
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Adrianne Tarazon
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
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Megan Grilley
[email protected]
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
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