Discussion and Consideration of Changing the Agreement for Service for Field Rental in the Parks & Recreation Department – Motion to Approve

AGENDA ITEM # K-5 AGENDA INFORMATION TIFFIN CITY COUNCIL COMMUNICATION DATE: January 30, 2026 AGENDA ITEM: Discussion and Consideration of Changing the Agreement for Services for Field Rental in the Parks & Recreations Department ACTION: Motion Purpose To discuss and receive Council feedback on addressing the rental process for City Park baseball diamonds for outside users and organizations. Background The rental process has previously relied on verbal agreements and a lack of information collected at the time of reservation. There was no acknowledgement of the liabilities, and no hold harmless agreements. Invoices weren’t sent until after the event concluded, resulting in staff having to make calls and collect outstanding invoices. Options for Consideration Develop a more formal rental agreement clearly indicating the party renting the facility, purpose of the event, dates, and any other information needed. The agreement will include a facility use policy, damage deposit, hold harmless agreement, and insurance requirements. Staff Recommendation Staff recommends Council discuss and provide direction on whether to proceed with proposed facility rental agreement. If Council wishes to move forward, staff will implement the rental agreement for use of the baseball diamonds this spring. ATTACHMENTS: Tiffin City Park Ball Diamond Rental Agreement 1