West Seneca Youth & Recreation
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News: How to Use a Town of West Seneca Facility

Date Published Author
8/19/2024 12:00:00 AM  Lauren J. Masset 

Thank you for your interest in using a Town of West Seneca facility! Here’s a step-by-step guide to help you through the process:

Types of Facilities

  • Baseball & Softball Diamonds: 60’, 70’, 90’
  • Soccer Fields: 7 Full Size, 4 U-10, 3 U-12, 4 U-8, 6 Micro
  • Lions Bandshell
  • West Seneca Ice Rink
  • Park Shelters: Veterans Park, West Seneca Soccer Complex, Fireman’s Park, Kiwanis Pavilion
  • Community Center Rooms
  • Grassy Areas & More!
For more details on the facilities, visit: Facilities Information.

Information on Facilities that Do Not Require a Non-Exclusive Facility Use Agreement

Facilities/Usage that Requires a Non-Exclusive Facility Use Application, Agreement and Approval
  • Community & Special Events: Applications for events (e.g., road races, tournaments) are accepted starting January 2 of each year.
  • Lions Bandshell: Applications start January 2 of each year.
  • Fireman’s Park Open Field and Other Grassy Areas: Applications start January 2 of each year. Note that reservations are first-come, first-served.
  • Soccer Fields:  Applications for third-party use start January 2 of each year. Reservations are available after April 10 each year.
  • Diamonds: Applications for third-party use start January 2 of each year. Reservations are available after April 10 each year.

Application Timeline

  • Start Early: Begin the application/permit process at least 60 business days before your event. The process may take up to 30 business days before it enters the approval stage, and the final agreement must be approved at least 30 business days before your event.
  • Example: For usage in April, start the process no later than February 1. Your agreement will need to be approved by March 1.

Fees (Effective 1/1/2025):

  • 1 Hour Time Block Fees (Fees are charged per one-hour block. Times shorter than one hour are rounded up to the nearest one-hour block. Example 1.25 hours is rounded to 2 hours)
    • Diamond with or without lights: $35.00
    • Soccer Field: $55.00
    • Grassy Area: $20.00
  • Other Fees:
    • Road Race: $500+ (Determined by the Highway Superintendent).
    • Community Event/Special Event: Fee varies based on size, purpose, and duration. 

Notes: 

  • Any use type may be assessed a Buildings & Grounds, Highway, WSPD or other Town of West Seneca overtime or supply fee. This is an additional fee. 
  • Road Races, Special Events, Tournaments and other large events fees are determined by the West Seneca Town Board and Highway Superintendent. These vary based on the event.  
  • Cost may be higher or lower than what is listed above, based on size, capacity and duration of the event. 
  • 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 may adjust or waive fees for events or usage that benefit the community, such as fundraisers, non profit activities, or free community gatherings. Proof of non profit status or fundraising purpose may be required. Town Board approval will be required.
  • Fees updated at the 11/18/2024 Town Board Meeting, effective 1/1/2025.

 


Insurance Requirements

To use our facilities, you'll need to provide a Certificate of Insurance (COI) that meets our requirements.

Here's a quick rundown:
  • 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”


Application Process

Stage 1:
  • Licensee Information
      • Name:
      • Address:
      • Phone:
      • Email:
      • Website:
  • Licensee Representative Information (This person will sign the agreement)
      • Name and Title:
      • Address:
      • Phone:
      • Email:

  • Event Information

    • Facility Requested:
    • Event Name:
    • Event Start Date/Time:
    • Event End Date/Time:
    • Event Description:

  • Additional Info: For road races, include a map; for tournaments, include a schedule.
  • Meeting: You may need to meet with the Recreation Supervisor and Highway Superintendent.

Stage 2:
  • Agreement Draft: After receiving your information and your COI is reviewed/approved, an agreement will be drafted and sent to you within 10 business days.
  • Submission: Return the signed original agreement to West Seneca Youth & Recreation, either in person or by mail. Agreements must be filed at least 30 days before the event. We will not accept agreements that do not contain original signatures.

Stage 3:
  • Approval: After reviewing, you’ll be notified of the approval status. Agreements require Town Board approval. Your usage/event must be Town Board approved a minimum of 30 days before the first usage date. We suggest starting the agreement process a minimum of 60 days prior to the first usage date. 


Contact Us

For more information, reach out to:
  • West Seneca Youth & Recreation
    • Address: 1300 Union Road, West Seneca, NY, 14224
    • Phone: 716-674-6086
    • Email: lmasset@twsny.org (Lauren J. Masset, Recreation Supervisor)
Note: Dates and fees are subject to change without notice.


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