HomeMy WebLinkAboutStaff Report 325-09CMR: 325:09 Page 1 of 4
TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: COMMUNITY SERVICES
DATE: JULY 27, 2009 CMR: 325:09
REPORT TYPE: CONSENT
SUBJECT: Recommendation from the Parks and Recreation Commission to Adopt the
Gym Use Policy for the Cubberley Community Center’s Pavilion, Gym A
and Gym B
EXECUTIVE SUMMARY
This report conveys to the Council the recommendation of the Park and Recreation Commission
(PRC) that the Council adopt the Gym Use Policy for the Cubberley Community Center’s
Pavilion, Gym A and Gym B. The purpose of the Gym Use Policy is to ensure that decisions
regarding gym usage are in the best interest of the residents of Palo Alto by contributing more of
a proportionate amount of usage time to local sports organizations in which Palo Alto residents
participate and to ensure that the gyms are scheduled efficiently and effectively.
RECOMMENDATION
Staff and the PRC recommend that the Council adopt the attached Gym Use Policy (Attachment
A) for the Cubberley Community Center’s Pavilion, Gym A and Gym B. The gym use policy
represents a direction toward increasing gym space availability for Palo Alto’s recreational,
athletic, cultural, educational, and social and community service organizations.
BACKGROUND AND COMMISSION RECOMMENDATIONS
As described in the attached June 30, 2009 staff report to the Parks and Recreation Commission,
the Cubberley gymnasiums, which include the Pavilion, Gym A and Gym B, have had limited
availability for Palo Alto youth and adult athletic groups on account of the lease agreement with
the Foothill/DeAnza Community College District. Under the District lease, the community
college has the exclusive use of the Pavilion and Gym B, and under the lease with the Oshman
Family Jewish Community Center (JCC), the JCC has had the exclusive use of Gym A.
At the June 30, 2009 regular meeting, the Parks and Recreation Commission reviewed the draft
Gym Use Policy. Staff presented the lease history at Cubberley Community Center, the process
staff engaged in to develop the policy which involved interviews with current and potential gym
stakeholders to understand their gym needs and what they considered fair criteria for allocating
limited gym space, and an overview of the draft gym use policy.
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Based on the information received from the stakeholders, staff recommends brokering gym space
based on two methods of prioritization; prime-time and non prim-time.
Prime-time hours are those hours that are in high demand among youth sports organizations.
During the brokering period, organizations requesting prime-time hours would be prioritized
based on the percentage of Palo Alto residents in an attempt to provide much needed gym space
for practices and games. Organizations would be limited to three 90-minute sessions each week
which would allow for more organizations to have practice and play time.
Non prime-time hours will continue to give priority to city programs, organizations with lease
agreements, and long-term annual users. The non-prime time criteria will also provide for
programs for seniors and long term existing renters. The brokering of the gyms will occur once a
year (in the spring) for the upcoming school year (September to August). Any available hours
left in the schedule after the broking period for both prime-time and non-prime time would be
made available to all gym users, existing and new, on a first-come, first-serve basis.
During their hearing, the PRC received comments from seven members of the public. Although
comments from the public raised some concerns, all were supportive of the draft policy as a very
good start. The public comments were, as follows:
City residents should have more access to City gyms. Currently, 60% of team practice
space takes place outside of Palo Alto due to the lack of available gym space.
The number of youth (participants) in a youth athletic organization should be factored in
the gym space brokering process.
The ‘Non-Prime Time’ eligibility criteria was too vague. (The language has since been
revised to be more specific.)
Ballroom dancing contributes to a healthy community and should be considered
favorably when brokering gym space.
Equity between boys and girls sports’ programs should be criteria in the space brokering
process.
Space considerations should be given to year-round programs such as ballroom dancing,
Senior Friendship Day, and the Cardiac Therapy Program.
There was extensive discussion of the draft policy by the Commissioners and staff responded to
a number of questions regarding Prime Time eligibility, Non-Prime Time eligibility and the
Cubberley Community Center’s room rental process.
The PRC’s major concerns were:
Non-Prime Time eligibility criteria was not as specific as the Prime Time criteria.
Year-round programs seemed to be given priority for Non-Prime Time space
consideration. If so, what were the benefits to Palo Alto for this consideration?
Some Commissioners felt the PRC needed more time to consider adoption of the Gym
Use Policy.
To address the concerns of the PRC, staff modified the policy to clarify the terminology of long-
term, regular users by including the words “year-round.” Staff recommends giving priority to
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those organizations that are current Cubberley gym users, over new requests, because these
organizations heavily rely on the continuity of their programs to remain economically viable. By
doing so, this allows the Cubberley Community Center to continue to offer space to long-term
renters that provide continual revenue and offer a variety of programs to residents of Palo Alto.
The PRC and stakeholders were generally supportive of the policy, and understand staff will
return to the PRC for review and possible revision of the policy in twelve months. With the JCC
moving out of the Cubberley Community Center, vacating Gym A, staff needs a policy to
allocate gym space among the many who request gym use. The policy provides guidelines and
transparency for staff to allocate gym space and is consistent with the Field Allocation Policy
approved by Council on October 20, 2008.
A motion was made by Commissioner King, seconded by Commissioner Losch, to adopt the
Gym Use Policy with a change to the ‘Prime Time’ hours on Saturdays to extend the time period
from 8:30 AM to 5:00 PM, and on Sundays 9:00 AM to 4:00 PM.
Staff re-stated that after one year, the Gym Use Policy will be discussed and reviewed by the
PRC to evaluate effectiveness and possible need for policy changes or adjustments. The
chairperson called for the question and the PRC commissioners voted four to three to support the
policy and recommend that the City Council adopt the Gym Use Policy for the Cubberley
Gymnasiums space allocation process.
RESOURCE IMPACT
Cubberley Community Center gym rental revenues may increase on account of the increased
gym rental usage and better utilization of gym space. The revenue increase will be determined
once the gym space brokering process is completed in November 2009.
ENVIRONMENTAL REVIEW
Approval of the Gym Use Policy does not require review under the California Environmental
Quality Act (CEQA), as such action does not meet the definition of “project” pursuant to
California Public Resources Code Section 21065.
ATTACHMENTS
Attachment A: Gym Use Staff Report and Gym Use Policy
Attachment B: Park and Recreation Commission Staff Report
Attachment C: Park and Recreation Commission Minutes
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PREPARED BY: ______________________________________________________________
KATHY ESPINOZA-HOWARD
Division Manager, Cubberley and Human Services
DEPARTMENT HEAD: _______________________________________________________
GREG BETTS
Interim Director Community Services
CITY MANAGER APPROVAL: _________________________________________________
JAMES KEENE
City Manager