City of Alexandria, Virginia
________________
MEMORANDUM
DATE: SEPTEMBER 25, 2019
TO: THE HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
FROM: MARK B. JINKS, CITY MANAGER /s/
DOCKET TITLE:
TITLE
Consideration of Extension of 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 extension of 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:
1. Receive this report recommending an extension of the License Agreement for an additional three (3) years between St. Stephens SSSAS and the City of Alexandria; and
2. Schedule for public hearing on Saturday, October 19, 2019, and after the public hearing is concluded, authorize the City Manager to execute the license agreement (Attachment).
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 and 2016. The current license date terminates on October 31, 2019. 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, whit 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 repair 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), which was used toward the cost of the installation of synthetic turf at the field and other improvements as part of RFP #0787. 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 third three (3) year extension per this agreement. The terms provide SSSAS with exclusive use of the recreation facilities at Ft. Ward Park. 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 would be included in the extension of the license agreement:
2020: $23,007.07
2021: $23,697.28
2022: $24,408.20
ATTACHMENT: Draft license agreement between St. Stephen’s and St. Agnes School and
the City of Alexandria.
STAFF:
Debra Collins, Deputy City Manager
James Spengler, Director, Recreation, Parks and Cultural Activities
Tamika Coleman, Regional Program Director, Sports