Agenda - 10-25-2012 - 2 - Laserfiche WebLink

Browse Search

2 (and are now referenced in the Facilities Use Policy).While the door was left open to further dialogue, no further meetings after a December 2011 status meeting were held. At that time, HYAA indicated it wasprepared to move forward with itscurrent programs and current field locations, which itdid for the 2012 seasons. At the same time, with the County no longer operating a Little League baseball program, or girls youth softball (a County Recreation program which dated back to the 1970’s), many of the County’s ball fields at Cedar Grove Park, Efland-Cheeks Park and the new Fairview Park were seeing little or irregular usage. During budget discussions in June 2012, the Board contemplatedthis situation and instructed staff to re-open discussions with HYAA to see if an arrangement to allow HYAA usage of these fields could be crafted – while making note of the costs and benefits associated with such an arrangement. Accordingly, in summer 2012, staff and HYAA representatives reconvened to discuss possibilities. The recent License Agreement with the Eno River Farmers Market was noted as a possible base template for an agreementfor field usage.Rather than County staff attempting to guess at desiredarrangements and provisions for HYAA, the group agreed HYAA should draft a possible license agreementfor review. HYAAcreated a draft License Agreement, which was received and discussed inSeptember. County staff and the County Attorney’s office provided feedback and proposed changes to some sections of the draft, which were then shared with HYAA. County staff and HYAA representatives then met on October 9 and created the attached draft License Agreement(with some minor subsequent tweaks). The Agreement, among other items, provides for: Lease of the three ball fields at Cedar Grove Park, and limited use of the one field at Fairview Park, beginning in March 2013. The three fields at Cedar Grove Park would be leased from a) March 1 – July 31, and b) from September 1 – November 1,from 9am-4pm on Saturdays, and from 5:30pm-9pm on Tuesday-Friday(and on Mondays prior to opening day for practices). Thefield at Fairview Park would be usedon one Sunday between March and November (to be identified) between 8am and 4pm for a free community outreach event for skill clinics and baseball/softball skills competitions for youth. At both sites, additional days and times could be reserved for clinics, rain make-ups, etc., on a “first-come, first-serve” basis, per prior agreement and approval. Exceptions to this schedule would be conveyed to HYAA by the County at least 60 days in advance, with an alternate facility provided bythe County. The agreement may be temporarily suspended by the County in the event of a public emergency in which the fieldsare needed, without penalty to the County or HYAA. The County would agree not to schedule other events on ball fields at either site during the leased times, and the County would make utilities (powerandwater) available. HYAA does not plan to use field lights, but these would be billed at current rates if used. HYAA would have access to restrooms and water fountains at the sites during the listed times. A storage shed would be placed at Cedar Grove by HYAAat a location to be determined, which would be the property of HYAA and remain through the term of the Agreement. The County mayoperate concessions, if deemed financially practical, and retain revenues from concessions as a contribution toward field usage and other costs. Alternatively, the County may make arrangement with a third-party to operate concessions.