Post on 13-Aug-2020
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Frost Valley YMCA
School Programs Agreement 2000 Frost Valley Road Claryville. NY 12725 Pho"e: 8451985·2291 Fax: 8451985·0056
Contract Number: 017558 Group Name: Pelham Middle School Group Representallve: Tom Roksvold (This penon recei'·C.f all hlritun com""mlcation and if rc.fponslble lor disperslng;/ to ALL Grlll'p penonnellnvolvcd I" tl,e camp proGram.)
Billing Address: 28 Franklin PI
Contract Date: January 16, 2018 Grade Level:
Group Phone: 914-738·8190 Group Fax:
troksvold@pelhamschools.org Pelham. NY 10803 (Group ReprescII/a/lve's E-",al/ Address)
School Administrator:
Total Estimated Participants 3 Day Prime Season-Adult: 3 Day Prime Season-Student: Total Estimated Participants:
Arrival: Mon Oct 15, 2018 I I :00 am
First Meal: Lunch Last Meal: Lunch
Billing Contact:
LQ,atiQn
Beds In Hayden: Beds in Hussey:
26 227 253 Beds In Hydc Watson:
32 74 40 40 40 20 20 20
Beds in Krcsgc: Beds in Quirk: Beds in Scoll Lodge: Bcds in Snow: Bcds in Wolff:
Notes:
Departure: Wed Oct 17,201801:00 pm Total Days: 3 Total Nights: 2
Pelham Middle School, hereinafter the "Group," shaU be entitled to use the facilities at Frost VaUey YMCA during the period stated
above and subject to the terms of this Agreement. The Group is responsible for maintaining its own insurance coverage. At least 14
days prior to arrival, the Group must provide a certificate of Insurance naming Frost VaUey additlonaUy Insured with
indi<atlng the foUowing coverages:
I. Commercial General Liability coverage (including contractual indemnity below) with per OCCUlTence limits no less that 52,000,000; no less than S 1,000,000 personal and advertising injury per occurence; no less than SI 00,000 fire damage liability; and $5,000 medical expense.
2. Worker Compensation must have limits of 5 I 00,000 each accident; 5500,000 policy limits; $100,000 employee caneeUation clause-30 days notice.
3. Frost VaUey YMCA must be named as additional insured on the General Liability certificatc and as Certificate Holder on the Workers Conpensation certificate.
Any New York City Public School shaU send a letter of self insurance from the New York City Department of Education in place of
the Certificate oflnsuranee.
Please send this insurance document under separate cover to: Frost VaUey YMCA, 2000 Frost VaUey Road, ClaryVille, NY 12725.
Attention: Reservations.
Frost VaUey YMCA reserves the right to cancel this Agreement ifan insurance certificate is not provided at least fourteen (14) days
prior to the Group's arrival and the Group will forfeit its deposit.
The Group understands that the risk of injury is inherent to outdoor physical activities such as those conducted at Frost VaUey YMCA
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are hereby (I) waives all claims against Frost Valley YMCA, their employees and agents ("Indemnified Parties") arising out of the
Group's usc of Frost Valley YMCA, excluding those claims caused by the negligence of one of the Indemnified Parties, and (2) agrees
to indemnify and hold harmless each of the Indemnified Parties against any and all claims, losses or liabilities, penalties, damages,
judgments, suits, costs and lor expenses, including withoullimilalion, reasonable allomeys' fees, court COSIS, any deduclible or
incrcased insurance prcmiums Frost Vallcy may be rcquired 10 pay on accounl of Ihe Group's, of such usc and olher OUI of pockel
expenses arising oUI of or relaling in any way 10 Ihe Group's use of Frosl Valley YMCA, excepl cases in which Ihe Indemnified Parties have been judged negligen!.
The Group agrees 10 provide adequale adult supervision of sludenls al all limes during the usc of FrOSI Valley YMCA, including
sludenl "free lime" before and aner meals, and in every building. The Group acknowledges that Frost Valley requires a minimum
of one (1) adult supervisor for each eight (8) students up to and Including the 6th grade and onc (1) adult supervisor for each
10 students attending grades 7th and above. The Group agrees 10 comply wilh Ihis rule. Quiel hours are 10:00 pm to 7:00 am and
are slrictly enforced. Frost Valley YMCA Staff are not responsible for discipline of the Group participants. Should a situalion arise
belween studenls including such things as fighling or then, Frosl Volley YMCA reserves the right 10 have studenl participants senl
home. Frosl Valley YMCA Program Coordinalors have malerials explaining Ihe required studenl behavior and examples of "Behavior
Conlracls" Ihal have been used wilh success. These malerials shall be furnished upon request.
The Group shall be responsible for Ihe cleanliness of buildings and cabins occupied by il and all such facilities shall be left in a
"broom clean" condilion. The Group aUlhorizes Frosl Valley YMCA 10 inspecI buildings before and arter use for cleanliness and
damages. In Ihe event of damage, caused by Ihe Group, Ihe Group shall be responsible for Ihe cost of repairs, including but nOllimiled
10 Ihe following: fire eXlinguisher discharge - $50.00 each; graffiti - $10.00 per square inch; broken windows or screens - varies wilh
size; beyond normal cleaning - $25.00 per slaffhour required.
The Group underslands thaI Frosl Valley YMCA facililies may be shared wilh other groups. Certain programs may remain separale
and conlact wilh other groups will be minimized, bUI dining may be shared. Studenls and adult supervisors are not permilled in or near
Ihe lodging of olher groups.
The Group must provide its own vehicle to transport participanls to a medical facility in the event of a minor medical emergency.
The Group participanls shall have full use of contracted facililies and aUlhorized program supplies as planned wilh Ihe Frosl Valley
YMCA Program Coordinator. The usc of all facilitics is subjccllo scheduling and supervision by Frost Valley YMCA slafT. Smoking
is nol permilled in any Frost Valley YMCA buildings or cabins, or while allending programs. A speed limit of 15 miles per hour on
Frost Volley YMCA property is enforced. Parking musl be done only in designated parking areas. Frost Valley YMCA assumes no
responsibility for property brought onto Frost Valley YMCA premises. Frost Valley YMCA will mail, at the owner's expense, any losl
and found ilems upon the request of the Group. Frost Valley YMCA does nol permit swimming or wading in any body ofwaler
localed on property.
It is the policy of Frost Valley YMCA that groups or individuals using our facilities cannot bring or consume alcohol or controlled
substances on Frosl Valley YMCA premises. The Group sholl comply wilh this policy. Law enforcement officials will be contacted to
escort any individual under or suspecled to be under the influence of alcohol or controlled substances off Frost Valley YMCA
premises.
Outdoor campfires are to be built with permission of Frost Valley YMCA Staff in designated and established fire circles only. All fires
arc to be allended conslantly by the Group. The Group will be responsible for any damages or injuries resulting from a failure to
utilize established fire circles, leaving the fire unallended, or unauthorized campfires.
Pets are not permilled on Frost Valley YMCA premises at any time. Collecting of plants, animals, or other natural materials must first
be cleared through a Frost Valley YMCA Director. Frost Valley YMCA or other authorized personnel, shall have the right at any time
10 prohibit any activity of the Group, which Frost Valley YMCA determines or considers to be hazardous to the safety of life or
property or is contrary to Frost Valley YMCA's stated mission and goals.
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ADDITIONAL SERVICES
Frost Valley YMCA has two Level 2 eledrlc vehicle charging stations for registered guests. Reservations (call 845-985-2291 CIt
200) are highly encouraged to ensure availability. Please note this service Is NOT available at East Valley Ranch or the Frost
Volley Farm
Please complete the following sections for busing, linens, nursing services, and optional evening programs. (See additional
sheet for prices for the additional services.)
Busing - For a fee busing can be provided to and from Frost Valley YMCA. Please see attached sheet for more infonnation.
Please note that Frost Valley Is unable to order buses unless we receive a completed contract and a deposit.
1 Yes, we would like Frost Valley YMCA to arrange busing ___ No, we do not need busing.
-L Academy ___ Tonche
LInens
__ Yes, we would like Frost Valley YMCA to provide linens. V No, we do not need linens.
_ 2 sheets, I pillow, I pillow case, and I blanket ___ I blanket and I pillow.
MedIcal Needs
The Group shall be responsible for its own medical supplies and needs. The Group must either bring a qualified health care official or
arrange for Frost Valley YMCA's Nursing Service. If the Group chooses to use Frost Valley YMCA Nursing Service, medical
supplies will be provided by Frost Valley YMCA. The Group must notify Frost Valley YMCA in advance if Nursing Service is
desired. There is an additional charge for use of Nursing Service.
In the event Group wishes to utilize Frost Valley YMCA Nursing Service, a fully executed medical fonn (to be provided by Frost
Valley YMCA) for every Group participant must be received upon arrival at Frost Valley YMCA. The Frost Valley YMCA Nursing
Service will not provide medical services to any Group participant who has not provided a signed medical fonn and the Group
understands that it will be fully responsible for securing all necessary medical autention for that participant at an off-site facility.
Size ofGrollp:
I. From I to 100 2. From IOlto 150 3. From 150 and more
...J Ycs, we would like Nursing Service. ___ No, we do not want Nursing Service.
Evening Speakers
Evening Speakers are subject to availability. Prices subject to change.
I. __ Herpetology with Jack Dimuccio 2. __ Omithology with Bill Robinson 3. __ Square Dance with Joyce Hartsfield 4. __ Square Dance with Sandy Corey Freyer 5. Interactive Native American Culture with Little Hawk 6. -- Catskill Story Teller with Lourie Macintosh 7. = Revolutionary War Soldier with Sheldon Stowe
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Proposed Numbers - The Total Estimated Participants found on Page I is the proposed number of participants for lodging reserved
for the dates listed on this Agreement.
Confirmed Numbers - Please update the Estimated Participant numbers below. These numbers will be considered your Confirmed
Numbers. Please be as accurate as possible. If you do not complete the Confirmed Number section below, your Proposed Numbers
will be used.
YOUTH --,'O-"",\,,-O ___ ADULT _'J",-{~ __
Final Numbers -If you need to change the Confirmed Numbers written in this Agreement, please contact Frost Valley YMCA - in
writing via mail, fax, or email-- before July 17,2018 which Is 90 days prior to your visit. After July 17, 2018 your Confirmed
Numbers will becomc your Final Numbers. Pelham Middle School will be charged for 85% of your Final Numbers or the Actual
attendance number, whichever is higher (e.g., if Final Numbers total 100 and 75 people attend, the invoice will rellect 85 participants.)
TO SECURE YOUR RESERVATION a deposit of$ 9,398.00 is due February 15,2018. Please make deposit check payable to
Frost Valley YMCA and mail together with a signed copy of this Agreement to: Frost Valley YMCA, Attn: Reservations, 2000
Frost Valley Road, Claryville, NY 12725.
The remaining balance Is due within 30 days of date of use. Any amount outstanding after the due date is subject to a monthly
finance fcc of 1.5%.
In case of cancellation by the Group within 90 days of the scheduled trip, the deposit will be forfeited by the Group. If Frost
Valley YMCA is required to cancel this Agreement, a full refund will be made to the Group and Frost Valley YMCA shall
have no further obligation to the Group.
Before returning this Agreement, be slIre you have:
1. Read each page of this Agreement thoroughly 2. Selected and initialed for Bussing, if needed 3. Selected and initialcd for Linens, if needed 4. Selected and initialed for Evening Speakers, if needed 5. Selected and initialed for Frost Valley YMCA Nursing Service, if needed 6. Provided Confirmed Numbers 7. Signed and dated the last page 8. Attached a check, purchase order, or letter of commitment made payable to Frost Valley YMCA for $ 9,398.00 9. Made arrangements to send the Certificate of Insurance at least 14 days prior to Arrival Date
Pricing:
Item Description School - Prime 3-Day-Adult School - Prime 3-Day-Student
Estlmatcd Ouantity 26
227
Unit Price $207.00 $207.00
Extended Price $5,382.00
$46,989.00
We accept this Agreement and will communicate these Terms of Agreement to all group personnel involved in the camp program prior to arri I at camp.
Group School Administrator I Date
YMCA School Programs Director I Date
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