Facilities Usage

Click here for this information in a .pdf file.

Thank you for your interest in using a Town of West Seneca Facility. West Seneca Facility types include 60’, 70’ and 90’ Baseball & Softball Diamonds, Lions Bandshell, West Seneca Ice Rink, Soccer Field Sizes Include: (7) Full Size, (4) U-10, (3) U-12, (4) U-8 and (6) micro. More information on facilities can be found here: http://www.westseneca.net/sites/default/files/Parks.pdf.

This page will walk you through the steps on how to obtain an agreement/permit for use of these Town Facilities and/or hold a Community or Special Event such as a road race, baseball tournament, etc.

We suggest you start the permit process a minimum of forty-five (45) business days before your requested use. The permit process can take up to thirty (30) business days. Completing the permit process does not guarantee approval of use. You must have completed the entire agreement process and have filled your agreement a minimum of thirty (30) business days before your event. (TIP: If your request use, event. etc is in April - we suggest you contact us to start the process in February).

An agreement is not required for use of park shelters. Park shelters are on a first come, first serve basis. Parks are open dawn-dusk. All Town of West Seneca local laws and rules posted at the park must be followed.

We will begin accepting agreement applications on January 1, of each year, for any Community & Special Events such as road races, tournaments, etc. taking place during that year. (IE: If your event is in 2019, we will begin accepting applications on January 1, 2019 for your event).

We will begin accepting agreement applications on January 1, of each year, for any requested use of the Lions Bandshell, taking place during that year.  (IE: If your requested Lions Bandshell use is in 2019, we will begin accepting applications on January 1, 2019, for your event).

We will begin accepting agreement applications for Firemans Park Open Feild and third-party soccer field use on January 1, of each year, for requested uses during that year. (IE: If your requested use of a Soccer Feild or Firemans Park Open Feild use is in 2019, we will begin accepting applications on January 1, 2019, for your event).

We will begin accepting agreement applications for third-party diamond use on April 10, of each year, for the requested uses during that year. (IE: If your requested Diamond use is in 2019, we will begin accepting applications on April 10, 2019, for your event).

We will accept agreement applications for Ice Rink use between September 1, 2018 - April 1, 2019, for the 2018 - 19 season. We will accept agreement applications for Ice Rink use between September 1, 2019, and April 1, 2020, for the 2019 - 20 season.

*Dates are subject to change without notice.

FEES:

The Town of West Seneca has revised its fees for Facility Use, Community & Special Events. At the West Seneca Town Board meeting on Monday, August 13, 2018, the following fees were updated:

Single-use fees are as follows: $40/Diamond, $30/Diamond Lights, $100/Soccer Field, $20/Firemans Park Open Field. A single use is defined as a single game, practice, scrimmage or similar type of use.

The Ice Rink fee is $210 per hour.

The Community Event Fee of $450 per day, per event, per location. ($350/Highway, $100/Recreation).

The Special Event fees will be determined from the calculation of overtime from the Buildings and Grounds department and the Town of West Seneca Police Department.

An event type will be determined by the Town based on the size, capacity, and duration of the event.

There could be an additional Police and Buildings and Grounds overtime fees associated with Single Use, Community Event & Special Event fees. There could be additional Recreation fees associated with Single Use, Community Event & Special Event fees. There could be additional Weeknight and Weekend fees associated with Single Use, Community Event & Special Event fees.

*Fees are subject to change without notice.

INSURANCE

Attached to the Non-Exclusive Facility Usage Permit & License Agreement must be a Certificate of Insurance (COI). The general comprehensive liability insurance (the “Licensee’s Liability Insurance”) with combined single limit coverage of at least one million dollars ($1,000,000.00) per occurrence, and at least three million dollars ($3,000,000.00) in the aggregate, naming the Town of West Seneca 1250 Union Road, West Seneca NY 14224 as an additional insured. This document must be turned in with the information below, as it is needed to draft the agreement. An agreement application will not be accepted until the COI is submitted.

STAGE 1:
AGREEMENT PROCESS STAGE 1: See the chart below, Column A for the due date.

In order to start the Non-Exclusive Facility Usage Permit & License Agreement process our department will need the COI as described above and the following information:

Licensee Information:

Name:

Address:

Phone:

Email:

Website:

Licensee Representative Information (This is the person signing the agreement):

Name and Title:

Address:

Phone:

Email:

Insured Cooperation Information (This information much match the information provided on the Insurance Certificate):

Name:

Address:

Phone:

Email:

Event Information:

Facility Requested:

Event Name:

Event Start Time/Date:

Event End Time/Date:

Event Description:

*If this is for multiple single uses, please list all requested usage dates and times.

Also submitted before an agreement can be drawn up:

For road races, a map of the event is required.

For tournaments or events, a schedule is required.

This information will not be accepted over the phone. Email the information and COI as outlined above to lmasset@twsny.org.

You may be required to meet with the Recreation Supervisor and Highway Superintendent during this stage.

Providing the above information and COI does give you permission to use West Seneca Facilities. It is only the first step in the permit process.

STAGE 2:
AGREEMENT PROCESS STAGE 2: See the chart below, Column B for the due date.

After the West Seneca Youth & Recreation office receives the above information we will draft an Agreement within five (5) business days. The agreement will then be emailed to the Licensee Representative. The agreement must be placed on file a minimum of 30 days prior to the event. The agreement filed in our office must contain an original signature(s). Agreements that are copied, scanned, faxed, etc. will not be accepted. Agreements can be dropped off in person at 900 Mill Road #211 West Seneca, NY 14224. Agreements can be mailed to West Seneca Youth & Recreation 1250 Union Road West Seneca, NY 14224. We ask that you do not mail anything to 900 Mill Road #211. Please be advised we are moving to 1300 Union Road, West Seneca, NY 14224 in the late Spring/Early Summer of 2018.

For Community and Special events it is also required during the Non-Exclusive Facility Usage Permit & License Agreement process that you reach out to the West Seneca Highway Superintendent Matthew D. English (menglish@twsny.org), West Seneca Chief of Police Dan Denz (denz@westsenecapolice.org) and Emergency Operations Director (jgullo@twsny.org).

STAGE 3
AGREEMENT PROCESS STAGE 3: See the chart below, Column C for approval date.

After the Town of West Seneca has reviewed the agreement and approved it the Licensee will be notified if the agreement was approved or denied. Depending on the size, capacity, duration, and other factors West Seneca Town Board approval may be required.

DEADLINE/CUT OFF DATES FOR EACH STAGE:

Please follow the below list of cut-off dates and deadline for 2018 facility use. The 2019 due dates will be released after the Town of West Seneca 2019 Re-Org Meeting.

A

Stage #1
2018 Dates

Request Event & Provide Required Information & COI (see above) to West Seneca Youth & Recreation No Later Than:

B

Stage #2
2018 Dates

Return Signed Agreement to Recreation By:

C

Stage #3
2018 Dates

To Have Agreement Approved On:

 

January 1

January 29

February 5

 

January 8

February 5

February 26

 

February 1

February 26

March 12

 

February 8

March 12

March 26

 

March 1

March 26

April 9

 

March 8

April 9

April 23

 

April 2

April 23

May 7

 

April 9

May 7

May 21

 

May 1

May 21

June 4

 

May 7

June 4

June 18

 

June 1

June 18

July 2

 

June 4

July 2

July 16

 

June 11

July 16

July 30

 

July 2

July 30

August 13

 

July 9

August 13

August 27

 

August 1

August 27

September 10

 

August 8

September 10

September 24

 

September 3

September 24

October 11

 

September 10

October 11

October 22

 
September 21   November 5  
October 5   November 19  
October 19   December 3  

December 1

*FINAL DATE TO REQUEST AND FILE AN AGREEMENT FOR 2018!

December 7

*FINAL DATE TO SUBMIT ANY AGREEMENTS FOR APPROVAL FOR 2018

December 17

*FINAL DATE TO HAVE ANY 2018 USE APPROVED.

 
2019 Dates will be released in mid-Jan!      

West Seneca Youth & Recreation