City of Alexandria, Virginia
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MEMORANDUM
DATE: JUNE 18, 2022
TO: THE HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
FROM: JAMES F. PARAJON, CITY MANAGER
DOCKET TITLE:
TITLE
Public Hearing and 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
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ISSUE: Consideration of extension of License Agreement between the City of Alexandria and St. Stephen’s and St. Agnes School (SSSA) 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 SSSA and the City of Alexandria; and
2. After the public hearing is concluded, authorize the City Manager to execute the license agreement (Attachment).
BACKGROUND: In 1995, the City of Alexandria (Licensor) and SSSA (Licensee) entered into a license agreement for the use of recreational facilities, and the licenses have been extended in accordance with the terms in 2000, 2005, 2008, 2013, 2016, and 2019. The current license date terminates on August 31, 2022. The license agreement provides SSSA 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 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. 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 fourth three (3) year extension per this agreement. The terms provide SSSA 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 would be included in the extension of the license agreement:
2023: $25,140.45
2024: $25,894.66
2025: $26,671.50
ATTACHMENTS:
Draft license agreement between St. Stephen’s and St. Agnes School and the City of Alexandria
STAFF:
Emily A. Baker, Deputy City Manager
James Spengler, Director, Recreation, Parks and Cultural Activities
Laura Durham, Deputy Director, Recreation, Parks and Cultural Activities