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HomeMy WebLinkAboutWestwind Riding Institute (2)"4H" BARN FACILITIES USE AND MAINTENANCE AGREEMENT BETWEEN WESTWIND RIDING INSTITUTE AND THE TOWN OF LOS ALTOS HILLS This agreement for use and maintenance of the 4H barn facility at West Wind Barn ("Agreement") is made and entered into on this2q�day of August, 2008 by and between the TOWN OF LOS ALTOS HILLS, a municipal corporation ("TOWN") and the WESTWIND RIDING INSTITUTE, a 501 (c)3 non-profit organization ("WRI"). In consideration of their mutual covenants, the parties agree hereto as follows: 1. Purpose., This Agreement authorizes and makes WRI responsible for using and maintaining the "4H" barn facilities in a competent and professional manner in order to operate the 4H Riding for the Disabled program. 2. Premises. The premises covered by this Agreement include the small barn facility ('AH Barn"), the adjoining paddocks and stalls, and the side pasture at th-e TOWN'owrTed Westwind Barn, located on Altamont Road (collectively, "Premises"), described more particularly in Exhibit A. 3. Term. The initial term of the Agreement shall be from September 1, 2008 through August 31, 2011, unless terminated earlier pursuant to Section 5 of this Agreement. 4. Renewal. This agreement shall automatically renew for successive three-year periods, unless written notice is provided by one party to the other no later than April 1 immediately preceding the then current expiration date. Agreement shall be subject to renewal on an annual basis. 5. Termination. Either party may terminate this Agreement without cause upon three -hundred and sixty-five (365) days written notice. TOWN may immediately terminate or suspend this Agreement for cause. Cause for immediate termination or suspension shall include any breach of this Agreement by WRI. 6. Maintenance. ­WRI shall maintain the 4H Barn and Premised and all improvements thereto in a fully usable condition except for those periods approved by the TOWN to complete improvements or other modifications to the 4H Barn and/or Premises. The term "maintenance," when used herein, shall mean all work required or undertaken to clean, maintain, and repair any and all facility improvements, including, but not limited to, stalls, paddocks, grounds and entryways. WRI shall cause the 4H Barn and Premises to be inspected and 1134114 cleaned with sufficient frequency and intensity to competently operate said facility, The 4H Barn should be kept in working order and in a reasonably clean and sanitary condition. Maintenance work shall be performed in a good and workmanlike manner to the satisfaction of the City. WRI may contract for all on- going maintenance. 7. Costs. WRI shall be solely responsible for all maintenance costs of the 4H Barn and Premises. WRI shall also be solely responsible for payment of all equine service fee costs of the 4H Barn as established by the operator of the Westwind Barn. The fee charged by the operator, as of July 1, 2008, is $1,874 per month but is subject to change. 8. Compliance with Laws. WRI shall fully comply with all applicable local, state, and federal rules, laws, regulations and ordinances and use its bept efforts to ensure that all participants in its activities will comply with the same. 9. Statements and Rosters. WRI agrees to provide the following to the TOWN upon request: a. Annual financial statements b. 4H class participant rosters for each riding session c. Annual roster of WRI board of directors d. 4-H emergency notification and liability release forms e. Written emergency procedures 10. WRI Obli'gations. WRI shall allow only the following persons to handle horses and/or retrieve horses from Byrne Preserve: (1) suitably qualified and experienced horse handlers; or (2) persons who are supervised at all tirpes by a suitably qualified and experienced horse handier who is an employee or agent of WRI. 11.. Hold Harmless: 'WRI agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demanqs, claims or liability of any nature, including personal injury and death, which may Prise out of or occur by reason of any act or omission of its part, or the part of its employees, contractors, agents or representatives arising in any way out of its performance of this Agreement, except to the extent that such liability is caused by the gross negligence or willful misconduct of the TOWN. WRI also agrees to require any contract in excess of $5,000 with its maintenance ntenance contractors or subcontractors to contain a provision requiring that the maintenance contractor or subcontractor indemnify, defend and hold harmless WRI and the TOWN and its officers, agents and employees from any and all demands, claims or liability of any nature which may arise out of or occur by reason -of any act- or omission -on the maintenance contractor or subcontractor's part, or the part of any of its employees, contractors, subcontractors, agents or representatives in furtherance of or related to the contract with WRI. 1134114 12. Insurance. Upon execution of this Agreement, and at all times during this Agreement, for its sponsored community riding programs and special events, WRI shall maintain insurance in the amount of at least one million dollars ($1,000,000) combined single limit for bodily injury and property damage and shall provide the TOWN evidence annually that such a policy is in force. TOWN shall be named as an additional insured in such policy. WRI's maintenance contractors and subcontractors, for projects exceeding $5,000, shall have in full force and effect, at their sole expense, for the joint benefit of the contractors, WRI and the TOWN, liability insurance in which WRI and TOWN are named as additional insured. The insurance thereunder shall be in the amount of at least five hundred thousand dollars ($500,000) combined limit fdr bodily injury and, property damage, shall be carried by insurers authorized to transact business in California, and shall be primary as to TOWN and. WRI and non-contributory with any insurance which may be carried by TOWN or WRI. The insurance urance policy shall have a. thirty (30) day notification to TOWN and WRI before any change in the policy or cancellation. WRI shall keep a current certificate of insurance from its contractors and subcontractors on file with the TOWN at all times. 13. Nan -Discrimination. No discrimination shall be made in the employment of persons under this Agreement because of race color, national origin, age, ancestry, sexual orientation, religion or gender, 14. Independent Contractor. At all times during the term of this Agreement, WRI acknowledges and the parties hereby agree that WRI shall be an independent contractor and that neither it, nor its agents, employees, or volunteers are agents or employees of the Town for any purpose whatsoever. Town shall have the right to control WRI only to the extent expressly prQvided in this Agreement. Except as expressly set forth in this Agreement, Town shall not have the right to control the means by which WRI accomplishes services rendered pursuant to this Agreement. Notwithstanding any other Town, state, or federal policy, rule, regulation, law, or ordinance to the contrary, WRI and its employees, agents, and subcontractors providing services under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any and all claims to, any compensation, benefit, or any incident of employment by Town, including but not limited to pension plans, unemployment insurance, Worker's Compensation insurance and group insurance plans. (a) All personnel necessary to accomplish the purposes as set forth herein shall be at the cost and expense of WRI and those personnel shall be directly responsible and accountable to WRI and not to the Town. (b) Employees of WRI are not employees or agents of the Town. The Town shall have no involvement in decisions regarding the hiring, training, discipline, compensation, termination, or supervision of WRI's employees. WRI shall comply with all applicable laws related to the employment of their 1134114 employees. The parties agree that it shall be a material default It of this Agreement if WRI does not comply with any applicable laws related to employment of its employees. 15. Assignment.. This Agreement shall not be assigned or transferred without the prior written consent of the TOWN, which consent may be withheld in the TOWN's sole discretion. No changes or amendments to the Agreement of any kind are authorized without the consent of the TOWN's City Manager and WRI's Board of Directors. 16. Amendment. This Agreement shall not be amended or modified except by a writing executed by the Parties hereto. 17. Default. In the event that WRI defaults in the performance of its obligations under this Agreement, TOWN shall provide WRI with written notice of the default. If WRI fails to cure the default no later than thirty (30) days after receipt of said written notice, TOWN may terminate this Agreement and/or exercise any remedy available to it by law and/or under this Agreement. 18. California Law. This Agreement shall be governed by and construed in accordance with the laws of the State of California. The venue for any legal action pertaining to this Agreement shall be Santa Clara County, California. 19. Entire Agreement. This Agreement and any exhibits attached hereto and incorporated herein by reference contain the entire agreement between the Parties, hereto with, respect to the subject matter of this Agreement except as set forth herein. It is expressly understood by each of the Parties that this Agreement may not be altered, amended, modified or otherwise cha ngpd in any respect whatsoever, except by a writing executed by all Parties hereto. 20. Severability. If any term, condition or provision of this Agreement is declared illegal or invalid for any reason by a court of competent jurisdiction, the remaining terms, conditions and provisions shall nevertheless remain in full force or effect. 21. Notices. Any material changes to this contract or the relationship between TOWN and WRI must be noticed or communicated in writing and sent to the Parties at their respective addresses specified below or to such other address as the Parties may designate by written notice delivered to the other Party in accordance with this Section. All such notices shall be sent by: a. Personal delivery, in which case notice is effective upon delivery; b. Certified or registered mail, return receipt requested, in which case notice shall be deemed delivered upon receipt if delivery is confirmed by a return receipt or upon attempted delivery if delivery is refused; 1134114 If to City: Town of Los Altos Hills Town Hall Offices 26379 Fremont Road Los Altos Hills, CA 94022 Attention.-, City Manager If to WRI: Westwind Riding Institute 27210 Altamont Road Los Altos Hills, CA 94022 Attention: President IN WITNESS WHEREOF, the undersigned have executed this Agreement as of the day and year first above written. WRI: TOWN: B By: y: Nancy Q6'uperug,President Carl Cahill, City Manager ATTEST: Karen Jost, ity lerk 1134114.1 1134114 AYPPROTV AS TO FORM Steven T.Vafta-s, City Attorney ..: A `' F : •ay!y�: •`[r A. i �G1 A t. :s ti} •^�'IM%.� � -' 1,4-?.t V`. ,,✓. iF •r n �,' \�\ rA�'Y'c- 7f!P:t,'Ui �yP" >, I , .^ �_ ,' S :1 .V !"•. a - �,�: ^t1 '' � V' :'i3O\:. ,'.)i ny'WwY•,yr) IN<r,ll r •Ir - :1/J' 1f r{ . z r' : . s � 20' :: 1 c<3s } `J rt s !y,'� \ fi-"'�'-:Fr Y'iix'al . d" S�, � � '� •^1 ?�3 r; EXHIBIT A�f . � ':)• � Y I , u��,l�✓r >~�rtyk�� k�; ,•„� 'k a�.� F.+'".orl+' >� ;°c y,. Y'' �•�^ F. 77. t> �3�w�v(�- J3r;,'. b. :s-�„!✓>r':""-- :'$t^&.. v :4a:. .af' -fi Y�' . p _ '.$;: �t :;.;� -r ,.r•„_ `•'fir . tib..,.: < u.r.<•.:..... s. - � :r r� . e ✓r' ,a+?" . ,• i4. a )r - 1 r �• I J,, - - :.k -. •<- '✓t•'• _ SCS .4. / �.•F: t' .Y d>'.M N .e _: Y+tf ' W.\., � S<n M, ..y..: J,: �'-'lrJ. ,I%'. F J f y♦'' ../ ..•A/�'�',�.(. 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RE30LTTTION NO. 63-08 A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS APRROVING AN AGREEMENT FOR USE OF THE 4H BARN FACILITY AT WESTWIND BARN BETWEEN THE TOWN OF LOS ALTOS HILLS AND WESTWIND RIDING INSTITUTE WHEREAS, the City Council desires to enter into an agreement for use including maintenance and improvements of a certain public facility known as the "4H Barn" facilities at Westwind Barn with the Westwind Riding Institute: NOW, THEREFORE, the City Council of the Town of Los Altos Hills does hereby .approve the Agreement between the Town of Los Altos Hills and the Westwind Riding Institute and authorizes the City Manager to execute the Agreement on behalf of the Town. The above and foregoing resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 1 lth day of September, 2008 by the following vote: AYES: Mayor Mordo , Mayor Pro Tem W ar shawsky , Counc i lmember Jones, Counc i lmember Kerr and Counc i lmember O'Malley NOES: None AB S TAIN : None ABSENT: Nene ATTEST: Karen Jost, C' Cl e k Jean Mordo, Mayor Ceded as a true copy Cy 7 - City Clerk ofthti Los Altos Hills