Summerville staff propose larger fee, limited weekend access in Softball League license update

Parks and Recreation staff on the committee meeting presented proposed revisions to the Summerville Girls Softball League (SGSL) license agreement, including raising the annual license fee from $800 to $5,000 and limiting SGSL’s weekday priority to fields 5 and 6 Monday through Thursday rather than seven days a week.

The changes, introduced by Amy of Parks and Recreation, come as the current agreement approaches its expiration at the end of next month. Amy said the proposed $5,000 fee “is not to generate revenue, but to help offset some of the town’s direct costs associated with SGSL’s specific usage” and that a 2024 expense report for Fields 5 and 6 was provided to the committee. She noted the earliest agreement in town records dates to February 2002, when the annual fee was $600.

Committee members said the fee jump from $800 to $5,000 could be jarring but that direct costs need to be recovered. One council member noted SGSL’s publicly filed Form 990 shows about $30,000 in gross receipts annually. Staff said the spreadsheet in the packet includes lights and electric and an itemized list of direct field costs but excludes recurring operational costs such as regular mowing, fence line work and restroom supplies performed by town crews.

The draft also would give SGSL weekday priority on fields 5 and 6 to free up weekends for tournaments; SGSL would retain weekend access when no tournament is scheduled. Amy told the committee the town hosted 15 baseball tournaments last year and has had to decline or split events under the existing arrangement.

Other revisions added by staff aim to clarify responsibilities: the agreement now spells out expectations and responsibilities for both parties, including which party is responsible for supplies (chalk paint, bases, field conditioner, pitching rubbers) and for repairs to concession-stand equipment. Committee members asked staff to tighten language on overtime or weekend field-prep billing (requesting a clear hourly or premium rate rather than a generic “current overtime rate”), to prohibit alcohol sales in the concession stand, and to extend the default/termination notice from the draft’s 10 days back to a standard 30 days.

Amy said Parks and Recreation met with SGSL board members on March 12 to begin discussions; that was “met with resistance,” and after a March 14 request for SGSL’s proposed changes staff received no substantive response. Staff emailed the suggested changes on March 27 and has received only a statement that SGSL “does not agree or support these.”

A member of the public urged the town to consider taking over the softball program or sharing weekend fields with the Dixie League for larger tournaments; another committee member suggested granting SGSL one weekend a month as a compromise. Committee discussion repeatedly emphasized clarifying who pays for what supplies and repairs to avoid future disputes.

After discussion, a committee member moved that the draft be forwarded to full council for further consideration; the motion was seconded and carried. No final license was approved at the committee level; the matter will next be discussed by full council.

The committee record includes committee members’ requests for clearer billing language, a specified overtime rate, confirmation of SGSL insurance aggregate limits and a proposal to reinstate a 30-day cure period for defaults. Staff said it would report back to full council with those clarifications and any response from SGSL.