September 14, 2004

SUBJECT:  Agreement Between City of Sunnyvale and Sunnyvale Pop Warner Football for Use of City Facilities and Play Fields

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 Sunnyvale Pop Warner Football, an independent, non-profit group providing football and cheerleading practices, training and exhibitions for youth in 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. Sunnyvale Pop Warner Football 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 Pop Warner Football.

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

BACKGROUND

The Sunnyvale Pop Warner Football 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 Pop Warner Football is proposed to secure football and cheerleading practices, training and exhibitions for youth in 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 Pop Warner Football whereby the club provides opportunities for youth football and cheerleading practices, training and exhibitions as well as volunteer labor to assist with these activities.  In exchange, the City will provide the use of City athletic fields and park buildings from August 1 through December 15 each year, including but not limited to, those at Washington Park, Fair Oaks Park and Ortega Park only for the purpose of regular season meetings, practices, games and associated activities; use of the reserved picnic area at Fair Oaks Park at no charge to Sunnyvale Pop Warner Football for 2 days in each calendar year for the purpose of their opening and closing day celebrations; and listing of Sunnyvale Pop Warner Football 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 Pop Warner Football, for Council consideration. (Attachment A) 

FISCAL IMPACT

The Sunnyvale Pop Warner Football will pay rental fees for the use  of athletic fields in accordance to established fee schedules but not to exceed one dollar ($1) per hour per field and two dollars ($2) per hour per field when using lights and ($1) per hour per park building for cheerleading practices only.  No rental fee shall be required for use of a picnic area two days each year.  This represents a significant discount from the established fee schedule revised July 14, 2004: 

The fees for Pop Warner Football will be reviewed annually and revised if warranted.  Annual revenue is estimated at $1,400.

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 Dolf Placencia, President, Sunnyvale Pop Warner Football. 

ALTERNATIVES

1.    Approve the Agreement Between City of Sunnyvale and Sunnyvale Pop Warner Football, 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 Pop Warner Football, 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

Attachment

Agreement Between City of Sunnyvale and Sunnyvale Pop Warner Football  (pdf format)