[HISTORY: Adopted by the City Council of the City of West Haven 10-10-1989 by Ord. No. 284. Amendments noted where applicable.]
Municipal Stadium Commission — See Ch. 54.
The West Haven Sports Complex Authority is hereby created, pursuant to Connecticut General Statutes, § 7-130a et seq., which Authority shall have all rights, powers and duties as permitted by said statutes and set forth herein.
The West Haven Sports Complex Authority shall be the Board of Education, which shall exercise all jurisdiction and responsibilities as granted herein. The terms and offices of the Authority shall be coterminous with the terms and offices of the Board of Education.
The Authority shall have the responsibility to operate, manage and maintain the West Haven Sports Complex Authority, including Ken Strong Stadium and Frank Fitzgerald Field.
The Authority shall have the powers and duties as conferred upon it by Connecticut General Statutes, § 7-130d, except that it shall not have the power to bond as a separate and distinct entity as may otherwise have been permitted by Connecticut General Statutes, § 7-180g.
The members of the Authority shall serve without compensation, but the necessary expenses of the authority shall be paid by the city as appropriated by the City Council and authorized by the Director of Finance pursuant to the city's purchasing ordinances. Said expenses shall not exceed the total sum appropriated to the Authority during the fiscal year without the approval of the City Council.
The Authority shall establish written policies and procedures for the operation and management of the complex. Any proposed policy, procedure or regulation shall be submitted to the West Haven Sports Complex Advisory Committee, as hereinafter created, and the Parks and Recreation Commission for review and comment and shall be available to the public when effective.
The Authority shall employ and supervise such personnel as needed and for which appropriations are made, including a complex supervisor whose responsibilities shall include those set forth in this chapter.
The Authority shall annually submit a request for budget appropriations in accordance with the recommendations of the Advisory Committee, hereinafter provided by § 55-11C, to the City Council as provided by the City Charter. Such budget shall be separate from the operating budget of the Board of Education and shall be prepared and administered so as to coincide with the fiscal year of the city and Board of Education. The budget shall be calculated and administered so as to, at the close of the fiscal year (July 1 to June 30), wash itself out.
All purchases from the budget of the Authority shall be processed through the same procedure as other purchases made by the Department of Education.
The Authority shall establish fees to be charged as recommended by the Advisory Committee, as hereinafter created, and the complex supervisor.
The Authority shall approve all scheduling of events made by the complex supervisor. Preference for the use of the complex (or any part thereof) time shall be given to all normal activities scheduled by the Department of Education. This schedule shall be periodically made in conjunction with the principal of the high school, the Director of Athletics and the complex supervisor, and shall include intramural activities, regular physical education classes, interscholastic contests and C.I.A.C. tournament competition.
All school activities are to be conducted by either the physical education department (regular class and intramurals) or the Director of Athletics (interscholastic) with no rental fees involved. Said personnel shall have complete responsibility for conducting their own activities which would include the hiring of fire and police protection, guards, ticket takers, etc., and pay for the same out of their receipts. In the event that there is a request by the C.I.A.C. to use the facilities, all details are to be worked out well in advance with the principal of the high school, the Director of Athletics and the complex supervisor. Final approval of all plans is the responsibility of the Authority.
The Authority shall establish a standard contract for the rental of the complex which shall be used by every organization which is given the right to use the complex, except those activities conducted by the school. The form of the contract must be approved by the office of the Corporation Counsel, covering all regulations to which the organization hiring the facility must adhere, and must be signed by all parties concerned. This document shall be kept on file at the offices of the Authority.
The Authority shall establish suitable rules and terms for the operation of the food concession and souvenir concession operations. The selection of vendors to operate such concessions shall be subject to the approval of the Authority.
The Authority shall convene at least once per month at such time and place as approved by the body. Such regular monthly meetings may be part of the Board of Education agenda, provided that the meeting is listed as a separate item on the agenda. Additional special meetings may be called by the Chairman of the Authority when deemed necessary.
The Authority shall be kept informed at all times by the complex supervisor as to what conditions, problems, etc., are being encountered at the complex.
The duties of the complex supervisor shall be to:
Deposit all receipts derived from rentals, etc., from the stadium in the proper account as recommended by the Comptroller's office.
Approve and help, if necessary, in the preparation of job descriptions for all personnel, including full- and part-time, before selections are recommended to the Authority.
Keep his own system of bookkeeping, to be checked each month with the budget report issued by the Comptroller's office, and at each monthly meeting of the Authority make a report in conjunction with the administrative assistant in charge of business of the school system.
Provide a monthly report on the activities which have been scheduled, how they have been attended and any problems encountered. If there have been rules, as stated on the written contract, not adhered to, a report should be made by the complex supervisor. The Authority shall take such action as it deems necessary to either correct the situation or give notice to the offending group that it can no longer use the facility.
Instruct any outside group in the operation of any equipment (i.e., scoreboard, press box, concession stands) to which the outside group may be permitted, under the contract, to use.
Forward copies of all requests for rental of the complex or any part thereof, which requests must be in writing, to the Authority and the Superintendent of Schools.
Have the responsibility to review all major requests made for the use of the complex facilities or any part thereof (i.e., youth summer program, food concession, outside schools, youth football or soccer leagues, etc.) and make a full report of these requests to the Authority, including a suitable sheet showing anticipated expenses, receipts and estimated profit or loss.
The West Haven Sports Complex Advisory Committee is hereby created. It shall consist of five members, and no member shall be an elected official of any kind. The Board of Education shall appoint two members to said Committee. The Mayor shall appoint two members to said Committee. The Department of Parks and Recreation shall appoint one member of the Committee.
Terms of members of the Advisory Committee shall be for three years, except the initial terms, which terms shall be as follows:
The Advisory Committee shall:
Advise the West Haven Sports Complex Authority on all activities of the sports complex and all functions and responsibilities of the Authority as hereinbefore set forth.
Make specific recommendation to the Authority, through the Superintendent of Schools, as to all personnel matters, including hiring and firing of all personnel, including the complex supervisor, rental fees for nonscholastic use, rental procedures and concession contracts.
Recommend annually, through the Superintendent of Schools, to the Authority a request for budget appropriations to the City Council, as provided by § 55-7b above.
Convene at least once every three months per calendar year. Additional special meetings may be called by the Chairman of the Advisory Committee when deemed necessary.
All acts and decisions of the ad-hoc committee known as the "Ken Strong Stadium Commission" made prior to the effectiveness of this chapter are hereby adopted and ratified as actions of the Authority until such time as the same may be amended or modified.
The ad-hoc committee known as the "Ken Strong Stadium Commission" created by resolution of the City Council is hereby abolished.