Committee backs tighter agreement with Stateline Fastpitch for Swanson Park use

The Committee of the Whole on March 4 recommended the board approve a revised license agreement designating Stateline Fastpitch Softball Inc. (a not-for-profit) as the exclusive operator of Swanson Park fields, increasing the annual use fee to $7,500 and adding new reporting and maintenance provisions.

Joe (administration staff) told trustees the revised agreement tightens renewal procedures, requires Stateline to provide consolidated balance sheets and a detailed income-and-expense statement drawn from the organization—s license account, and increases the annual use fee to $7,500. "The annual reporting falls for them to provide consolidated balance sheets and a recap and detailed income and expense statement from the licensees account," Joe said, explaining the village will require more detailed financial transparency than prior IRS filings provided.

The draft agreement clarifies responsibilities for field lighting and other maintenance: Stateline would replace bulbs while the village would be responsible for ballasts and capital repairs to village-owned structures. Joe said he had narrowed Stateline—s original list of requested changes to a single near-term request: allowing qualified contractors associated with the organization to change bulbs to reduce costs, provided those workers carry licenses and insurance. He said the village will still require Stateline to name the village as an additional insured and carry liability insurance (certificate requirement).

Trustees asked about installment payment options for this year because Stateline requested a delayed payment schedule; Joe said the organization requested either multiple installments (for example, half up front and half later) or a three-installment plan and that staff was willing to accommodate one season-only installment plan but not necessarily make it permanent. The committee also discussed charge practices for admissions and concessions but chose not to micromanage ticket pricing in the license.

A motion to forward the revised agreement to the board passed by roll call. Staff indicated Janelle (permits/administration) will monitor certificates of insurance, renewals and permitting documents; maintenance requests will continue to be coordinated with public works staff, including Troy for larger repairs. The committee also asked that an itemized list of park repair needs be used to inform the village—s budget process.