December 21, 2004

SUBJECT:  Agreement Between City of Sunnyvale and Sunnyvale National Little League, Sunnyvale/Cupertino Pony Baseball, Sunnyvale Serra Little League, Sunnyvale Metro Little League, Sunnyvale Southern Little League and Lakewood Pony Baseball (04-446)

REPORT IN BRIEF

In accordance with City Council's policy governing "Relationships with Outside Groups," this report reviews a proposed agreement between the City of Sunnyvale and six little league groups, Sunnyvale National Little League, Sunnyvale/Cupertino Pony Baseball, Sunnyvale Serra Little League, Sunnyvale Metro Little League, Sunnyvale Southern Little League and Lakewood Pony Baseball , independent, non-profit groups providing youth baseball league play, practices and associated activities for the Sunnyvale Community. 

These activities are consistent with the City of Sunnyvale Recreation Sub-Element but are not offered through the Parks and Recreation Department.  The six Sunnyvale youth baseball leagues have expressed a desire to provide these services through a written agreement with the City.  Please see Attachment A, Agreement Between City of Sunnyvale and Sunnyvale National Little League, Sunnyvale/Cupertino Pony Baseball, Sunnyvale Serra Little League, Sunnyvale Metro Little League, Sunnyvale Southern Little League and Lakewood Pony Baseball .

Staff recommends that Council approve the attached agreement and authorize the City Manager to enter into said Agreement on behalf of the City.

BACKGROUND

Sunnyvale National Little League, Sunnyvale/Cupertino Pony Baseball, Sunnyvale Serra Little League, Sunnyvale Metro Little League, Sunnyvale Southern Little League and Lakewood Pony Baseball  were "co-sponsored" by the City for many years.  In November 2003, the Council Co-Sponsorship Policy was replaced by the current Relationships with Outside Groups policy in an effort to develop a more comprehensive, effective and efficient means of providing independent groups a reasonable level of support given the structure and role of City government.  In accordance with this policy, a written agreement between the City and six little league groups is proposed to secure youth baseball league play, practices and associated activities for the Sunnyvale community.

EXISTING POLICY

Partnering with members of the community to provide recreational services to the Sunnyvale community is supported by the following City policies:  

DISCUSSION

The “Relationships With Outside Groups Policy” facilitates the provision of programs by outside groups that provide a community service, or promote an informed interest in the City's objectives, services, facilities and programs for the benefit of its residents and businesses.

Staff proposes the City enter into a new agreement with Sunnyvale National Little League, Sunnyvale/Cupertino Pony Baseball, Sunnyvale Serra Little League, Sunnyvale Metro Little League, Sunnyvale Southern Little League and Lakewood Pony Baseball whereby the leagues provide opportunities for youth baseball league play, practices and associated activities, as well as volunteer labor to assist with these activities.  In exchange, the City will provide the following: 

1. Use of athletic fields, park buildings and concession stands ("snack shacks") for the purpose of regular baseball season and all-star tryouts, meetings and games, including one tournament, and a reserved picnic area at a neighborhood park for each league. 

2. City shall also facilitate an annual meeting with the leagues each December for the purpose of distributing the initial permits for the upcoming season and discussing topics relevant to the City’s and leagues’ associated activities and an annual training session regarding the proper care and maintenance of athletic facilities.

3. City shall list contact information for each individual league in the Parks and Recreation Activity Guide

This agreement may be terminated upon either party providing the other a 90-day written notice.

Staff provides the new Sunnyvale National Little League, Sunnyvale/Cupertino Pony Baseball, Sunnyvale Serra Little League, Sunnyvale Metro Little League, Sunnyvale Southern Little League and Lakewood Pony Baseball  Agreement, for Council consideration. (Attachment A)

FISCAL IMPACT

Each of the six leagues shall pay rental fees to use the athletic fields provided under the terms of the agreement at one dollar ($1) per hour per field and two dollars ($2) per hour per field when using lights. This fee shall apply to all practices and games and is 1/25 the current discounted rate charged to Sunnyvale Non-Profit organizations. In other words, the Leagues will pay $1 for a field which would otherwise cost a non-profit group $25. (The 1:25 ratio would make the lighted field rate $2.40, rounded down to $2.00.)

The current Facility Rental Schedule is:

These fees will be reviewed annually and revised if warranted. Each league shall provide rental fees for the use of Park Buildings in accordance to the non-profit facility rental rate schedule in effect at the time of invoice.   The new annual revenue is estimated at $16,000 for FY 04-05 and primarily includes use of the ball fields since most of the groups' use of Park Buildings will be during the pilot program offering free use to groups under twenty persons. Were all six Little Leagues to pay the full non-profit rate for the fields, the annual revenue would be $390,000. (It should be noted, however, that were these higher fees charged the leagues might all reduce their use of fields to save expenses.)

PUBLIC CONTACT

Public contact was made through posting of the Parks and Recreation Commission agenda and Council agenda on the City’s official notice bulletin board, posting of the agenda and report on the City’s web page, and the availability of the report in the City Clerk’s office, Library, Parks and Recreation Administration office, Corporation Yard, Community Center and Senior Center.

On December 8, 2004, the Parks and Recreation Commission provided a public hearing of this report during its regularly scheduled meeting.

Copies of this report have been provided to Sharon Zolezzi, President, Sunnyvale National Little League; Art Downs, President, Sunnyvale/Cupertino Pony Baseball; Kevin Fitzpatrick; President, Sunnyvale Serra Little League; Jeff Farrell, President, Sunnyvale Metro Little League; Doug Warmke, President, Sunnyvale Southern Little League; and Bob Greene, President, Lakewood Pony Baseball .

ALTERNATIVES

1.    Approve the Agreement Between City of Sunnyvale and Sunnyvale National Little League, Sunnyvale/Cupertino Pony Baseball, Sunnyvale Serra Little League, Sunnyvale Metro Little League, Sunnyvale Southern Little League and Lakewood Pony Baseball , depicted by Attachment A, and authorize the City Manager to enter into said Agreement.

2.    Do not approve the Agreement Between City of Sunnyvale and Sunnyvale National Little League, Sunnyvale/Cupertino Pony Baseball, Sunnyvale Serra Little League, Sunnyvale Metro Little League, Sunnyvale Southern Little League and Lakewood Pony Baseball , depicted by Attachment A.

3.    Other action as determined by Council.

RECOMMENDATION

Staff recommends Alternative No. 1: Approve the Agreement Between City of Sunnyvale and Sunnyvale National Little League, Sunnyvale/Cupertino Pony Baseball, Sunnyvale Serra Little League, Sunnyvale Metro Little League, Sunnyvale Southern Little League and Lakewood Pony Baseball , depicted by Attachment A, and authorize the City Manager to enter into said Agreement.

The Parks and Recreation Commission reviewed this report on December 8, 2004, and recommended Alternative No. 1: Approve the Agreement Between City of Sunnyvale and Sunnyvale National Little League, Sunnyvale/Cupertino Pony Baseball, Sunnyvale Serra Little League, Sunnyvale Metro Little League, Sunnyvale Southern Little League and Lakewood Pony Baseball , depicted by Attachment A, and authorize the City Manager to enter into said Agreement. (Motion carried unanimously 5-0.)

Reviewed by:
Robert A. Walker
Director, Parks and Recreation
Prepared by: Cathy E. Merrill, Assistant to the Director

Reviewed by:
Mary J. Bradley
Director, Finance

Approved by:
Amy Chan
City Manager

Attachments

A.  Agreement Between City of Sunnyvale and Sunnyvale National Little League, Sunnyvale/Cupertino Pony Baseball, Sunnyvale Serra Little League, Sunnyvale Metro Little League, Sunnyvale Southern Little League and Lakewood Pony Baseball