Agenda Item Wording:
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Authorize City Manager to execute Facility Use Agreements with Visalia Youth Softball Association and Kaweah Little League Softball D.B.A. Sequoia Softball for the Riverway Softball Complex for the purpose of youth softball games.
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Deadline for Action: 8/7/2023
Submitting Department: Community Services
Contact Name and Phone Number: Laurissa Roggenkamp 713-4336 and Kelli Kincaid 713-4042
Department Recommendation:
Staff recommends that City Council authorize the City Manager to execute facility use contracts for the Riverway Softball Complex with Visalia Youth Softball Association (VYSA) and Sequoia Little League Softball (SLLS).
Background Discussion:
The City has had Facility Use Agreements with both organizations for the use of Riverway Sports Park Softball Complex. Each organizations agreement expired December 31, 2022. Staff has been discussing proposed updated contract terms internally and with representatives from each organization for new agreements. Attached are draft agreement proposals. The agreement terms will be for one (1) year, with four (4) one-year extensions, commenting on January 1, 2023.
The proposed agreement with VYSA states that they will receive priority right of use for the regular season play for Spring and Fall seasons:
• Spring season dates shall be from the third Saturday of February through the first Saturday of June.
o Riverway Sports Park Softball Complex, including fields and concession stand
§ Mondays and Thursdays from 3 - 10 p.m.
§ Saturdays and Sundays from 7 a.m. - 10 p.m.
• Fall season dates shall be from the third Saturday of September through the second Saturday of November.
o Riverway Sports Park Softball Complex, including fields and concession stand
§ Mondays 3 - 10 p.m.
§ Sundays 7 a.m. - 10 p.m.
The proposed agreement with SLLS states that they will receive priority use for the regular season play for the only season they requested, Spring:
• Spring season dates shall be from the second Monday in March through the first Friday of June.
o Riverway Sports Park Softball Complex, including fields and concession stand
§ Tuesdays, Wednesdays, and Fridays from 3 - 10 p.m.
In exchange for the above referenced use, each organization shall pay the City for field usage, field light usage, concession stand usage, and additional refuse and restrooms services as applicable. The City shall invoice each organization monthly for all fees as described below:
• Field Usage fee equal to 25% of the City fee schedule rate. These rates are updated each fiscal year through the approval of City Council.
• Field Lights Usage shall be charged at the full rate of the City fee schedule. These rates are updated each fiscal year through the approval of City Council.
• Concession Stand Usage shall also be charged the full rate of the City fee schedule that may be adjusted annually with the approval of the City Council.
The proposed rates are the same that have been provided to other youth sports organizations (Cal Ripken, AYSO, and Little League) through Facility Use Agreement with the City.
In exchange for a multi-year agreement and reduced facility use rates, each organization shall provide improvements to the softball fields, concession stand, or general park area on an annual basis in the amount of no less than $2,000 per year.
Each organization shall submit a request for field use in accordance with the City’s Parks and Recreation Facility Priority Use Policy, see attached policy. Each organization may only request the amount of field space to accommodate regular season play games. In order to maintain the integrity of the fields and to preserve them for years to come, organizers may not use this facility for practices. Any time and/or field not being utilized by either organization on a date that they have contractual priority use shall be allocated to another facility user for game play, provided that the use does not conflict with the priority organizations use of the premises.
Maintenance of the facility will be shared between the City, VYSA and SLLS. The City is reasonable for regular grounds maintenance, including maintenance of the irrigation system, mowing the outfields, fertilization, weed and rodent control throughout the calendar year. During the designated regular season of game play, outlined in Section 3 USE of the agreement, the City will also be responsible for the install and maintain the portable homerun fencing.
VYSA and SLLS shall be responsible for the maintenance and grooming of the infields on their game dates and for post-season tournament play. Additionally, during post-season tournaments VYSA and SLLS shall be responsible for the installation of the portable homerun fencing.
Fiscal Impact:
Projected revenue based on agreement projected dates and times, actual revenue will vary based on actual field and light usage.
VYSA: Spring cost for fields, field lights and concession stand $26,305
Fall cost for fields, field lights and concession stand $8,628
Projected Cost Total: $34,933
SLLS: Spring cost for fields, field lights and concession stand $10,984
Projected Cost Total: $10,984
Prior Council Action: Council approved prior facility use agreements on: February 22, 2022, March 15, 2021, and March 2, 2020.
Other: N/A
Alternatives: 1. Require VYSA and/or SLLS to pay full rate for field, field lights and concession stand based on City Council’s approved Rate & Fee Schedule. 2. Provide VYSA and/or SLLS a different discount percentage for field, field lights and concession stand use.
Recommended Motion (and Alternative Motions if expected):
recommendation
Move to authorize City Manager to execute facility use agreement with Visalia Youth Softball Association.
Move to authorize City Manager to execute facility use agreement with Sequoia Little League Softball.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: A. City of Visalia Parks and Recreation Facility Use Policy B. Draft contract agreement with VYSA C. Draft contract agreement with SLLS - Items B & C - minor contract revisions may be instituted in final negotiations and/or upon advice of City Attorney or City Risk Management D. Facility Overview Photo