September 14, 2004

SUBJECT:  Agreement Between City of Sunnyvale and Sunnyvale Swim Club for Use of the Swimming Pool and Associated Locker Rooms and Office at Sunnyvale Middle School

REPORT IN BRIEF

In accordance with City Council's policy governing "Relationships with Outside Groups," this report reviews a proposed agreement between the City and the Sunnyvale Swim Club, an independent, non-profit group providing swim practices, meets and regular Swim Club 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 Sunnyvale Swim Club has expressed a desire to provide these services through a written agreement with the City. Please see Attachment A, (PDF format) Agreement Between City of Sunnyvale and Sunnyvale Swim Club.

Staff recommends that Council approve the new multi-year Agreement Between City of Sunnyvale and Sunnyvale Swim Club, and authorize the City Manager to enter into said Agreement on behalf of the City. 

BACKGROUND

The Sunnyvale Swim Club was "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 Sunnyvale Swim Club is proposed to secure swim practices, meets and regular Swim Club activities for the Sunnyvale community. 

EXISTING POLICY

Partnering with members of the community to provide recreational services 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 Swim Club whereby the club provides opportunities for swim practices, meets and regular Swim Club activities, as well as volunteer labor to assist with these activities.  In exchange, the City will provide use of the swimming pool and associated locker rooms and office at Sunnyvale Middle School for the purposes of practices, meets and regular Sunnyvale Swim Club activities; year-round use of storage space (100 square feet) at the Sunnyvale Middle School Pool at no charge to the Sunnyvale Swim Club; and listing of Sunnyvale Swim Club 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 Agreement Between City of Sunnyvale and Sunnyvale Swim Club, for Council consideration. (Attachment A)

FISCAL IMPACT

The Sunnyvale Swim Club will pay rental fees to use the Sunnyvale Middle School Pool,locker room and office at three dollars ($3) per hour.  This represents a significant discount from the established fee schedule revised July 14, 2004: 

The fees for Sunnyvale Swim Club will be reviewed annually and revised if warranted.  Annual revenue is estimated at $2,200. 

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 August 25, 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 Leo Spelt, President, Sunnyvale Swim Club.

ALTERNATIVES

1.    Approve the Agreement Between City of Sunnyvale and Sunnyvale Swim Club, 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 Swim Club, depicted by Attachment A.

3.    Other action as determined by Council. 

RECOMMENDATION

Staff recommends Alternative No. 1.

The Parks and Recreation Commission reviewed this report on August 25, 2004, and recommended Alternative No. 1.  (Motion carried unanimously 5-0)

Prepared by:

John Lawrence

Recreation Superintendent

Reviewed by:

Robert A. Walker

Director, Parks and Recreation

Reviewed by:

Mary J. Bradley

Director, Finance

Approved by:

Amy Chan

City Manager

Attachments

A. Agreement Between City of Sunnyvale and Sunnyvale Swim ( pdf format)