Agenda Item Wording:
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Authorization of Facility Use Agreement - Authorize the City Manager to execute a Facility Use Agreement with Visalia American Youth Soccer Organization Region 129 for specified use of Riverway Sports Park for up to a five (5) year term effective August 2024 through July 2029.
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Deadline for Action: 8/19/2024
Submitting Department: Community Services
Contact Name and Phone Number: Laurissa Roggenkamp, Recreation Manager, 713-4336, Laurissa.Roggenkamp@visalia.city <mailto:Laurissa.Roggenkamp@visalia.city>; and John Lollis, Assistant City Manager, 713-4323, John.Lollis@visalia.city
Department Recommendation:
Staff recommends that the City Council authorize the City Manager to execute a Facility Use Agreement with Visalia American Youth Soccer Organization (AYSO) Region 129 for specified use of Riverway Sports Park for up to a five (5) year term effective August 2024 through July 2029.
Background Discussion:
The City has had Facility Use Agreement with AYSO since 2007, with the most recent Agreement expiring November 2023. The first Agreement was effective August 2007 through December 2017. The last Agreement was effective August 2018 through November 2023. Staff has discussed proposed updated contract terms with league representatives toward a new Agreement. Attached is a draft of the proposed Agreement with a term of one (1) year with four (4) one-year extensions for a total of up to five (5) years, effective May 2024 through April 2028.
The proposed Agreement will provide AYSO with priority right of use of the soccer fields, Saputo field, Special Event Promenade and southside concession stand at Riverway Sports Park for regular season game play in the Fall season. The Fall season use begins on the third Saturday of August and ends on the fourth Saturday of November, between the hours of 7:00 a.m. and 10:00 p.m.
In exchange for the above referenced use, AYSO shall pay the City for field usage, field light usage, and additional refuse and restroom services. The City shall invoice AYSO monthly for all fees described below:
• Field Usage fee is discounted to twenty-five percent (25%) of the hourly Private rate listed in the City’s Fees and Charges Schedule. These rates are updated each fiscal year with approval of City Council.
o Fiscal Year 2024-2025 Private rental rate is $16.50 per hour per field, with the discounted rate of $4.13 per hour per field.
• Field lights use shall be charged at the full hourly Non-Profit rate listed in the City’s Fees and Charges Schedule. These rates are updated each fiscal year with approval of City Council.
o Fiscal Year 2024-2025 Non-Profit rate is $20.60 per hour per field.
• Concession stand use fees would not be charged given AYSO contributed $100,000 to the initial park build project to offset park development costs. Comparable Facility Use Agreements (e.g. Cal Ripken and Little League) charge $30 per day given the leagues own the equipment in the concession stand.
All uses outside of the specified period shall be billed at the current City’s Fees and Charges Schedule.
The proposed rates are the same reduced percentage that has been provided to other youth sports organizations providing recreational type options for Visalia (i.e. Cal Ripken, Visalia Youth Softball Association, Little League, Kaweah Softball) through Facility Use Agreements with the City.
In addition to the above facility use fees, and in exchange for reduced facility use rates, AYSO shall annually provide in-kind improvements to the soccer fields, concession stand, or general park area in an amount equal to or greater than $2,750 per year.
In accordance with the City’s Facility Priority Use Policy, AYSO shall annually submit a request for field use application. AYSO may only request the amount of field space to accommodate regular season play games. Any time and/or field not being utilized by AYSO shall be allocated to another facility user, provided that said use does not conflict with AYSO’s use of the premises. AYSO may not schedule more than ten (10) games per hour.
AYSO shall have exclusive use of the Riverway Sports Park soccer fields and southside concession stand for two (2) weekends (Saturday and Sunday) per year for tournament play at the above contractual rate. AYSO shall provide written request of tournament dates at least ninety (90) days in advance.
Maintenance of the facility will be shared between the City and AYSO. The City will be responsible for regular grounds maintenance, including maintenance of the irrigation system, mowing the outfields, fertilization and weed and rodent control. AYSO shall be responsible for the preparation of the playing fields on its game dates.
AYSO has been a committed supporter and partner with the since the inception of Riverway Sports Park. AYSO contributed to the initial project by donating $100,000 to offset park development costs. AYSO also purchased and donated heavy-duty portable soccer goals for the facility, an additional $40,000 contribution.
Fiscal Impact:
Projected revenue based on agreement dates and times, actual revenue may vary based on actual field and light usage:
Fall: $ 8,673 Soccer Field Use (10)
$ 867 Special Event Promenade Field Use
$ 11,536 Soccer Field Light Use (10)
Projected Revenue Total: $21,076
Prior Council Action: Council authorized a prior Facility Use Agreement on November 5, 2018.
Other: N/A
Alternatives: 1. AYSO pay full rate for field and/or concession stand use based on City’s approved Rates and Fees Schedule.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to execute a Facility Use Agreement with Visalia American Youth Soccer Organization Region 129 for specified use of Riverway Sports Park for up to a five (5) year term effective August 2024 through July 2029.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: Draft Facility Use Agreement