Facilities Usage

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: https://westsenecany.myrec.com/info/facilities/default.aspx

This page will walk you through the steps on how to obtain an agreement/permit for use of these Town-owned/operated Facilities and/or hold a Community or Special Event such as a road race, baseball tournament, etc. Link: http://www.westseneca.net/departments-and-services/town-facilities/facilities-usage#gsc.tab=0

For information on facilities owned and operated by the West Seneca Central School District, you need to contact the West Seneca Central School District directly. (https://www.wscschools.org/) (716-677-3100)

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 the 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).

Park shelters at Veterans Park, West Seneca Soccer Complex, Fireman's Park, and the Kiwanis Pavilion can be reserved. All other Park Shelters are first come, first serve. Click here for a Park Shelter rental application. 


We will begin accepting agreement applications on January 2, 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 2024, we will begin accepting applications on January 2, 2024, for your event).

We will begin accepting agreement applications on January 2, 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 2024, we will begin accepting applications on January 2, 2024, for your event).

We will begin accepting agreement applications for Fireman’s Park Open Field and Other Grassy Areas/Fields use on January 2, of each year, for requested uses during that year. (IE: If your requested use of a Fireman’s Park Open Field use is in 2024, we will begin accepting applications on January 2, 2024, for your event). Completing & obtaining and the agreement does not guarantee use. Spots are first-come, first-serve.

 

We will begin accepting agreement applications for third-party soccer field use on DATE TBD FOR 2024 of each year, for requested uses during that year. (IE: If your requested use of a Soccer Field, we will begin accepting applications on DATE TBD for 2024, for your event). Please note that we will accept the applications and begin the agreement process for SOCCER FIELD USE at the WEST SENECA SOCCER COMPLEX. However, third parties will not be able to reserve fields until after April 10 of each year. If April 10 falls on a Saturday, Sunday, or Holiday the date that third parties can start booking will be the next business day. Completing & obtaining and the agreement does not guarantee use. Spots are first-come, first-serve. We are currently not accepting applications for 2024 Soccer Complex use. Please check back around March 2024 for an update.

We will begin accepting agreement applications for third-party diamond use on January 2, of each year, for the requested uses during that year. (IE: If your requested Diamond use is in 2024, we will begin accepting applications on January 2, 2024, for your event). Please note that we will accept the applications and begin the agreement process for DIAMOND USE. However, third parties will not be able to reserve diamonds until after April 10 of each year. If April 10 falls on a Saturday, Sunday or Holiday the date that third parties can start booking will be the next business day. Completing & obtaining and the agreement does not guarantee use. Spots are first-come, first-serve.

We will accept agreement applications for Ice Rink use between September 1, 2024 – March 1, 2024, for the 2024-25 season.

Please contact Heather Reimondo hreimondo@TWSNY.ORG or 716-674-6086 for information on fees and how to use the CCL Youth Gym or Small Conference Room. To use the Community Room inside the Community Center & Library please visit this link: http://www.westseneca.net/news-and-events/community-interests/new-item#gsc.tab=0

*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 29, 2022, (fees last revised 2015, 2018, 2021) the following fees were updated and are effective August 30, 2022 (for any agreements issued on/after August 30, 2022):

Single Use Fees are as follows
(
*A single use is defined as a single game, practice, scrimmage or similar type of use for up to two (2) hours)

Diamond $45.00

Diamond Light(s) $45.00

Soccer Field $105.00

Ice Rink (Ice Rental) $210.00 ($3.50 per minute)

Grassy Area Fee $40.00 This fee is for the grassy area only. This fee does not include any equipment, supplies, preparation B&G services, set up, take down, Town services etc. if B&G services are required, on any level/type, the Highway Superintendent will determine the fee based off services needed.

 

Other Fees*:

Road Race Fee $500+ This fee is determined by the Highway Superintendent

Community Event Fee will be determined by the Highway Superintendent. Cost may vary based on size, capacity, purpose, and duration of the event.

 

Notes:

Any of the above uses require a Non-Exclusive Facility Use Agreement. Information on how to obtain an agreement, requirements, deadlines, ETC.… can be found at www.westseneca.net.

The Highway Superintendent determines services needed not the facility requester or user.

Please note that no Town of West Seneca department that wants to use a facility will not be charged a fee.

ANY use type may be assessed a Buildings & Grounds, Highway, WSPD or other Town of West Seneca overtime fee. This is an additional fee to any usage type. Any usage type may be assessed a Buildings & Grounds, Highway, WSPD or other Town of West Seneca overtime fee. This can be billed after the usage by any Town department. Overtime fees are determined by the department collecting the fees.

ANY AND ALL usage fees can be changed at any time, based on the discretion of the Highway Superintendent based on size, capacity, purpose, and duration of the event.

*Fees are subject to change without notice.

INSURANCE REQUIREMENTS - MUST SUBMIT WITH STAGE 1
The Licensee will maintain, or cause to be maintained, in full force and effect, at the Licensee’s expense, one or more policies of 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 two million dollars ($2,000,000.00) in the aggregate, with one million dollars ($1,000,000) umbrella coverage, naming the Town as an additional insured on a primary and noncontributory basis. The Town of West Seneca Insurance Company (Kathleen A. Rapasadi KRapasadi@tompkinsfinancial.com ) will review the COI’s submitted, based on review, the Town of West Seneca reserves the right to deny the COI, request changes to the COI/policy and/or change the limits or requirements at any time. The Town of West Seneca will not begin the agreement process with any person or group until after the COI has been approved by the Insurance Company.

 

What we are looking for:

A certificate of insurance

Under the General Liability section

$1,000,000 or more “Each Occurrence”

$2,000,000 or more “General Aggerate

The additional insured box marked.

A retention limit of $75,000 or less, which would be marked under the General Liability under Claims Made or Occur this section should list the Retention with the amount.

Under the Umbrella Section

1,000,000 or more in coverage.

Under Description

Wording that the Certificate Holder is an additional insured for all purposes, coverage, and claims. The Certificate Holder is an additional insured on a primary and noncontributory basis.

Certificate Holder

“Town of West Seneca, 1250 Union Road, West Seneca, NY, 14224”

 

STAGE 1:
AGREEMENT PROCESS STAGE 1: See the attached or below chart, 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 must 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 not give you permission to use West Seneca Facilities. It is only the first stage in the permit process.

 

STAGE 2:
AGREEMENT PROCESS STAGE 2: See the attached or below chart, Column B for the due date.
After the West Seneca Youth & Recreation office receives the above information, we will draft an Agreement within ten (10) 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 1300 Union Road, West Seneca, NY 14224 during our regular hours of operation. Agreements can be mailed to West Seneca Youth & Recreation 1250 Union Road West Seneca, NY 14224.

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 (716-674-4850) and West Seneca Chief of Police (716-674-2943).

 

STAGE 3
AGREEMENT PROCESS STAGE 3: See the attached or below chart, Column C for the 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.

CONTACT:
West Seneca Youth & Recreation
1300 Union Road, West Seneca, NY, 14224
716-674-6086
lmasset@twsny.org (Lauren J. Masset, Recreation Supervisor)

 

DEADLINE/CUT OFF DATES FOR EACH STAGE:
Please follow the below list of cut-off dates and deadlines for 2024 facility use. The 2024 due dates will be released after the Town of West Seneca 2024 Re-Org Meeting (in mid-Jan 2024). The dates are non-negotiable due to the NYS Open Meetings Law.

 

A

B

C

Stage #1

Stage #2

Stage #3

2024 Dates

2024 Dates

2024 Dates

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

IE: Return Signed Agreement to Recreation By:

IE: To have the agreement approved on

Thursday, January 04, 2024

Thursday, January 18, 2024

Monday, January 29, 2024

Thursday, January 18, 2024

Monday, January 29, 2024

Monday, February 12, 2024

Monday, January 29, 2024

Monday, February 12, 2024

Monday, February 26, 2024

Monday, February 12, 2024

Monday, February 26, 2024

Monday, March 11,  2024

Monday, February 26, 2024

Monday, March 11, 2024

Monday, March 25, 2024

Monday, March 11, 2024

Monday, March 25, 2024

Monday, April 8, 2024

Monday, March 25, 2024

Monday, April 8, 2024

Monday, April 22, 2024

Monday, April 8, 2024

Monday, April 22, 2024

Monday, May 06, 2024

Monday, April 22, 2024

Monday, May 06, 2024

Monday, May 20, 2024

Monday, May 06, 2024

Monday, May 20, 2024

Monday, June 03, 2024

Monday, May 20, 2024

Monday, June 03, 2024

Monday, June 17, 2024

Monday, June 03, 2024

Monday, June 17, 2024

Thursday, July 01, 2024

Monday, June 17, 2024

Thursday, July 01, 2024

Monday, July 15, 2024

Thursday, July 01, 2024

Monday, July 15, 2024

Monday, July 29, 2024

Monday, July 15, 2024

Monday, July 29, 2024

Monday, August 12, 2024

Monday, July 29, 2024

Monday, August 12, 2024

Monday, August 26, 2024

Monday, August 12, 2024

Monday, August 26, 2024

Monday, September 9, 2024

Monday, August 26, 2024

Monday, September 9, 2024

Monday, September 23, 2024

Monday, September 9, 2024

Monday, September 23, 2024

Thursday, October 7, 2024

Monday, September 23, 2024

Thursday, October 7, 2024

Monday, October 21, 2024

Monday, October 7, 2024

Monday, October 21, 2024

Monday, November 04, 2024

Monday, October 21, 2024

Monday, November 04, 2024

Monday, November 18, 2024

Monday, November 04, 2024

Monday, November 18, 2024

Monday, December 02, 2024

Monday, November 18, 2024*

Monday, December 02, 2024*

Monday, December 16, 2024*

Final Date to Have Any 2023 uses approved and/or January 2024 uses approved.

Final Date to Have Any 2023 uses approved and/or January 2024 uses approved.

Final Date to Have Any 2023 uses approved and/or January 2024 uses approved.

 

 

 

 

 

 

 

FAQ:

FAQ: What is the process for renting a soccer field?

We are currently not accepting applications for 2024 Soccer Complex use. Please check back around March 2024 for an update.

After an organization completes the agreement process and the agreement receives approval by the West Seneca Town Board, they can reserve fields at the West Seneca Soccer Complex. Fields are assigned based on the following priority.

Town of West Seneca / Town of West Seneca Recreation Department – No agreement needed.

West Seneca Soccer Club (LA 12/31/2025) / West Seneca Central School District – Annual agreement/shared services.

Third Parties (first come, first serve based on when the agreement (a) was submitted and approved & (b) when the request was submitted). These agreements are typically only valid for one season. 3rd Parties can begin sending in their requests on April 10 of each year. If April 10 falls on a weekend or holiday, the requests will be accepted on the next business day. The organization must submit their requests on April 10 or later (even if the request(s) were previously submitted). These agreements are typically only valid for one season.

More information regarding the Non-Exclusive Facility Use Agreement process can be found at the following link: http://www.westseneca.net/departments-and-services/town-facilities/facilities-usage#gsc.tab=0

 

FAQ: What is the process for renting a diamond?

After an organization completes the agreement process and the agreement receives approval by the West Seneca Town Board, they can reserve Town of West Seneca diamonds. Diamonds are assigned based on the following priority.

Town of West Seneca / Town of West Seneca Recreation Department – No agreement needed

West Seneca Fire Districts – Annual agreement required. The Town will hold the diamond location on Thursdays, until April 1 annually that the Fire District used in previous years. The Fire District must submit their agreement and requested usage dates by April 1 annually, otherwise, the diamonds will be released to third parties on/after April 1. New Fire Districts who did not use a Town of West Seneca diamond in the previous calendar year, are considered a 3rd party, for their first year.

West Seneca Youth Baseball (LA expires 12/31/2025) and West Seneca Girls Softball (LA expires 12/31/2025) / West Seneca Central School District – Annual agreement/shared services. WSYBA and WSGSA must submit their usage requests by April 1 of each year, on/after April 1 annually, diamonds are released to third parties.

Third Parties (first come, first serve, on/after April 10, based on when the agreement (a) was submitted and approved & (b) when the request was submitted). 3rd Parties can begin sending in their requests on April 10 of each year. If April 10 falls on a weekend or holiday, the requests will be accepted on the next business day. The organization must submit their requests on April 10 or later (even if the request(s) were previously submitted).

These agreements are typically only valid for one season.

More information regarding the Non-Exclusive Facility Use Agreement process can be found at the following link: http://www.westseneca.net/departments-and-services/town-facilities/facilities-usage#gsc.tab=0

 

FAQ: What is the process for renting ice at the West Seneca Ice Rink?

After an organization completes the agreement process and the agreement receives approval by the West Seneca Town Board, they can reserve ice at the West Seneca Ice Rink. Ice time is assigned based on the following priority.

Town of West Seneca / Town of West Seneca Recreation Department – No agreement needed

West Seneca Youth Hockey (LA expires 6/1/2023) / West Seneca Central School District – Annual agreement/shared services. WSYHA and WSCSD schedules and approved agreements are due August 1 annually, after that time all ice time is released for third parties.

Third Parties (first come, first serve based on when the agreement (a) was submitted and approved & (b) when the request was submitted). The dates we will begin accepting 3rd party requests varies by season and can be found on our website. These agreements are typically only valid for one season.

 

FAQ: What is the process for holding a Road Race or Community Event?

This varies on the type of event, length of the event and various other factors. Please visit http://www.westseneca.net/departments-and-services/town-facilities/facilities-usage#gsc.tab=0 for more information on this process.

 

FAQ: Where can I find more information on the Non-Exclusive Facility Use Agreement process?

More information regarding the Non-Exclusive Facility Use Agreement process can be found at the following link: http://www.westseneca.net/departments-and-services/town-facilities/facilities-usage#gsc.tab=0

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