City of Alexandria, Virginia
________________
MEMORANDUM
DATE: MAY 13, 2025
TO: THE HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
THROUGH: JAMES F. PARAJON, CITY MANAGER
FROM: HASHIM T. TAYLOR, DIRECTOR
RECREATION, PARKS & CULTURAL ACTIVITIES
DOCKET TITLE:
TITLE
Public Hearing and Consideration of an Extension of a License Agreement between the City of Alexandria and St. Stephen’s and St. Agnes School for the use of the recreational facilities located at Ft. Ward Park.
BODY
_________________________________________________________________
ISSUE: Consideration of an Extension of a License Agreement between the City of Alexandria and St. Stephen’s and St. Agnes School (SSSAS) for use of the recreational facilities located at Ft. Ward Park at 4401 W. Braddock Road, which includes the tennis court and athletic field.
RECOMMENDATION: That City Council, following the public hearing, approve and authorize the City Manager to execute a three-year License Agreement substantially similar to Attachment 1 with St. Stephen’s and St. Agnes School.
BACKGROUND: In 1995, Licensor and Licensee entered into a license agreement for the use of recreational facilities and licensor has extended term of licenses in accordance with the terms in 2000, 2005, 2008, 2013, 2016, 2019, and 2022. The current license date terminates on August 31, 2025. The license agreement provides SSSAS exclusive use of the soccer field for school curriculum and athletic activities between the hours of 8 a.m. and 5:30 p.m. Monday through Friday from September 1st through May 31st and from 5:30 p.m. to 10.00 p.m. for special activities and sporting events, including evening games, with a special field permit issued by the Department of Recreation, Parks & Cultural Activities (RPCA). The agreement provides SSSA exclusive use of the tennis courts between the hours of 3:00 p.m. to 5:30 p.m. during the same date range. SSSA is responsible for general maintenance, including daily trash and litter pick-up and for repairs to the stairs and bleachers.
DISCUSSION: With the exception of the dates, the terms of the license agreement do not change from the current agreement and are based on a 2008 Memorandum of Understanding (MOU) between the City and SSSA related to SSSA’s contribution to capital improvements to the field. In 2008, SSSA paid a Capital Licensee Fee in the sum of Two Hundred Thousand Dollars ($200,000.00), which was used toward the cost of the installation of synthetic turf at the field and other improvements. In conjunction with the MOU, the existing license agreement was extended for five (5) years, with an option for five three (3) year extensions. This renewal is the fifth three (3) year extension. The terms provide SSSAS with exclusive use of the recreation facilities at Ft. Ward Park for specific dates and hours. The Licensor and Licensee have mutually benefited from the public private partnership including maintenance of the field, daily trash and litter pick up and parking.
FISCAL IMPACT: The annual fee during the first year of the term of the license in 2008 was $15,668 and has increased by 3% each year.
The following annual fees are included in the extension of the license agreement:
2026: $27,471.65
2027: $28,295.79
2028: $29,144.66
ATTACHMENT: Draft license agreement between St. Stephen’s and St. Agnes School and the
City of Alexandria.
STAFF:
Emily Baker, Deputy City Manager
Hashim Taylor, Director, Recreation, Parks and Cultural Activities
Laura Durham, Deputy Director, Recreation, Parks and Cultural Activities
Tamika Coleman, Division Chief, Recreation, Parks and Cultural Activities