CITY OF SAN MATEO
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 11 Section Name: CONSENT CALENDAR Account Number: 18-6113 File ID: 26-12729 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Manager's Office
MEETING DATE: October 19, 2026
SUBJECT:
San Mateo Community Gymnasium — Joint Use Agreement
RECOMMENDATION:
Approve a 25-year Joint Use Agreement with the San Mateo Union High School District for the continued shared operation and maintenance of the San Mateo Community Gymnasium at San Mateo High School; and authorize the City Manager to execute the agreement in substantially the form presented.
BACKGROUND:
On June 3, 2002, the San Mateo Union High School District (District), the City of San Mateo and former Redevelopment Agency of the City of San Mateo (collectively, City) entered into a Joint Use Agreement governing the shared use, operation, and maintenance of the San Mateo Community Gymnasium located at San Mateo High School. The agreement established responsibilities related to scheduling, priority use, maintenance, capital improvements, equipment, insurance, and other operational matters associated with the facility.
The 2002 agreement (Attachment 1) established an initial 25-year term through June 2027 and provides for an automatic extension of an additional 25 years unless either the City or the District provide written notice at least six months before the end of the term that it wishes to terminate the agreement. With the initial term approaching expiration, City and District staff reviewed the existing agreement and negotiated a new Joint Use Agreement to continue the partnership and update the terms of the agreement to more closely align with current and future programming needs for both the City and District.
The proposed agreement (Attachment 2), subject to approval by both the City Council and the District Board of Trustees, would replace the 2002 agreement and establish a new 25-year term. The proposed agreement continues the City's use of the Gymnasium Facility to provide recreational opportunities for the community and provides specificity regarding facility access and scheduling. The proposed agreement also updates the parties' respective operational, maintenance, and financial responsibilities to more closely match the delineated use of the facility and introduces a formal periodic-review process and updates provisions related to termination and dispute resolution. The District Governing Board is scheduled to consider approval of the proposed agreement on October 22, 2026.
As part of the negotiations, both parties made compromises, resulting in changes to their respective rights, responsibilities, and financial obligations. The key changes are summarized below.
CITY OF SAN MATEO
TOPIC 2002 AGREEMENT PROPOSED AGREEMENT
Term and Renewal 25-year initial term with an automatic additional 25-year extension unless
either party provides at least six
months' notice.
Establishes a new 25-year term,
providing long-term continuity for City
recreation programming. Any future
renewal requires mutual written
consent rather than occurring
automatically.
Facility Use Establishes general priority periods,
with the District having priority during
school hours and the City generally
having priority after 6:00 p.m. on
school days, weekends, holidays, and
vacation periods.
Provides more specific City-use
periods, including exclusive use of the
Dance Room after 6:00 p.m. and on
weekends, Sundays year-round,
designated Youth Sports programming
from February through April, and
specified summer use.
Scheduling City maintains the master schedule
for the facility.
District assumes responsibility for
maintaining the master schedule,
while the parties establish an annual
schedule and hold monthly
coordination meetings. Specific Cityuse periods are established directly in the agreement.
Periodic Review No formal periodic-review process. Adds a structured review process following the 7th, 14th, and 21st
anniversaries. Either party may
request review of facility use,
scheduling, operating hours, access,
programming, and other joint-use
terms. The agreement also establishes
a defined, multi-step process for
addressing proposed changes when
the parties are unable to reach
agreement.
Maintenance and Operations District performs facility maintenance, with the parties sharing costs
proportionately based on actual use.
District performs facility maintenance,
with the parties sharing costs
proportionately based on actual use.
(No change)
Capital Improvements City and District contribute equally to a District-maintained sinking fund for
major capital repairs and
improvements.
Removes the City's obligation to fund
major capital improvements and
deferred maintenance. The District
assumes these costs and the City is no
longer required to contribute to the
sinking fund. The provision also
applies retroactively to capital costs
under the 2002 agreement.
CITY OF SAN MATEO
TOPIC 2002 AGREEMENT PROPOSED AGREEMENT
Termination City can terminate for any reason with
six months' written notice; District can
terminate for good cause based on
City default.
Establishes the same termination-forcause standard for both parties. Either party may terminate following an
uncured material breach; the City's
existing ability to terminate without
cause is removed.
BUDGET IMPACT:
The proposed agreement does not establish a fixed contract amount. The City will continue to pay its proportionate share of operations and maintenance costs based on actual use of the Gymnasium Facility. Under the proposed agreement, the District will be solely responsible for capital improvements and major deferred maintenance, and the City will no longer be required to contribute to the District's capital improvement sinking fund.
ENVIRONMENTAL DETERMINATION:
This proposed agreement is exempt from the California Environmental Quality Act (CEQA), because it involves the operation, repair, and maintenance of an existing facility involving negligible or no expansion of its existing or former use. (CEQA Guidelines Section 15301 (Existing Facilities).
STRATEGIC PLAN ALIGNMENT
This staff report supports the Healthy Community for All Ages initiative.
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – 2002 Joint Use Agreement for San Mateo Community Gymnasium Att 2 – Proposed Joint Use Agreement for San Mateo Community Gymnasium
STAFF CONTACT
Jennifer Yamaguma, Assistant City Manager
[email protected]
(650) 522-7003
Marie Silva, Interim Director of Parks and Recreation
[email protected]
(650) 522-7406