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Page 1 of 3 SARATOGA CITY COUNCIL MEETING DATE: January 5, 2011 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: John Cherbone DIRECTOR: John Cherbone Public
Works Director SUBJECT: Approval of Sport User Agreements -2011 RECOMMENDED ACTION: Approve Sport User Agreements with American Youth Soccer Organization, Saratoga Little League, Quito
Little League, De Anza Youth Soccer League, West Valley Lacrosse Club, West Valley Youth Soccer League, and Saratoga Pony League for the use of Saratoga City parks, West Valley College,
and Prospect High School for organized sport use, and authorize the City Manager to execute the same. REPORT SUMMARY: Currently the City has executed user agreements with seven organized
youth sport groups: American Youth Soccer Organization (AYSO), Saratoga Little League (SLL), Quito Little League (QLL), De Anza Youth Soccer League (DYSL), West Valley Youth Soccer League
(WVYSL), West Valley Lacrosse Club (WVLC), and Saratoga Pony League (SPL). The following following is a summary of the user agreements the City manages: Sport User Use Location AYSO
Kevin Moran Park (practice only) Congress Springs Park Prospect High School West Valley College DYSL El Quito Park (practice only) Prospect High School West Valley College Kevin Moran
Park (practice only) SLL Congress Springs Park QLL El Quito Park (practice only)
Page 2 of 3 Sport User Use Location WVLC Prospect High School SPL Congress Springs Park (Los Altos-Mt. View sister club will share use of the pony field in 2011) WVYSL Prospect High
School User agreements are necessary to manage sport use in the City by scheduling activities, controlling impacts to City parks, and recovering maintenance costs. The maintenance fees
charged to the sports user groups that use City Parks are based on additional park maintenance required above the normal maintenance practices that would be employed, absent the impacts
of a particular sport being played. Additional maintenance activities include, but are not limited to additional mowing, watering, fertilizing, seeding, aeration, clean-up, and pre and
post field preparation. In addition, baseball and soccer each have different needs and place different demands on a park’s infrastructure, thus they have different maintenance fees.
Each year these fees go up or down based on the actual maintenance costs during the use period. Some fees charged this year were adjusted to keep pace with increases in costs. The facility
use agreements between the City and Campbell Union High School District (Prospect High School) and the City and West Valley College stipulate a payment for hourly usage of their fields.
The hourly rate of $35 is a pass through via the youth sports groups with whom the City has user agreements. An additional user agreement has been developed this year for Pony League’s
sister club from Mt. View. Mt. View’s pony field will be under renovation during the 2011 season and asked Saratoga Pony for assistance with field time for their games. Currently Saratoga
Pony is suffering from low membership, so sharing the expenses for 2011with another Pony team will be helpful to their club. Saratoga Pony will be responsible for the full cost of the
expenses for 2011 and it will be their responsibility for collecting the appropriate proportional cost from the Mt. View club. FISCAL IMPACTS: Approximately $125,000 in annual revenue
and expense. CONSEQUENCES OF NOT FOLLOWING THE RECOMMENDED ACTIONS: The User Agreements would not be approved and another mechanism for the use of City parks and outside venues by sport
users would need to be developed. ALTERNATIVE ACTION(S): None.
Page 3 of 3 FOLLOW UP ACTION(S): The User Agreements will be executed. ADVERTISING, NOTICING AND PUBLIC CONTACT: This item was posted as a City Council agenda item and was included in
the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of
the Council meeting and residents may subscribe to the agenda on-line by opting in at www.saratoga.ca.us ATTACHMENTS: 1. User agreements for Congress Springs Park 2. User agreements
for El Quito Park 3. User agreements for Kevin Moran Park 4. User agreements for Prospect High School 5. User agreements for West Valley College