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CONTRACT K-1819-70: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND THE BALL CLUBS OF NORMAN, (FORMERLY NORMAN YOUTH BASEBALL ACADEMY) FOR THE USE OF THE GRIFFIN PARK BASEBALL/SOFTBALL FIELDS FOR THE PURPOSE OF ORGANIZING AND PROVIDING YOUTH BASEBALL AND SOFTBALL PROGRAMS FOR THE CITY OF NORMAN FOR A PERIOD OF FIVE YEARS.
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BACKGROUND: A portion of the Griffin Community Park site has been developed for the purpose of providing baseball and softball playing facilities to the Norman community. The youth baseball and softball programs at Griffin Park have been operated by the City of Norman Parks and Recreation Department.
The Ball Clubs of Norman, formerly the Norman Youth Baseball Academy, has been organizing baseball and softball teams, camps and training for the youth of Norman for the past four years. The Ball Clubs of Norman has expressed an interest in organizing the youth baseball and softball leagues at Griffin Community Park. Subsequently, Request for Proposal RFP 1819-22, was issued in September for any group or organization interested in submitting a proposal for review. The Ball Clubs of Norman submitted their proposal on October 12, 2018. Staff reviewed the proposal and found it to be complete. The proposal was presented to the Norman Board of Park Commissioners on November 1, 2018, and approval was recommended with a 5-1 vote. The dissenting vote had expressed concerns about the group’s ability to provide adequate maintenance of the facilities. Based on the proposal, staff believes the group will be able to provide a level of maintenance consistent with that of other organizations that have also contracted sports programs at City facilities.
DISCUSSION: Representatives from the Ball Clubs of Norman have met with City staff to discuss the terms and conditions included in the proposed agreement. The agreement provides a five year lease for which the Club will pay the City $1.00 per year. The agreement can be terminated by either party by giving a thirty day notice. The Club will hold the City harmless against liability which may occur during the Club’s use of the facilities, and will have insurance equal to or greater than the limits prescribed by the Oklahoma Tort Claims Act. The Club will maintain all areas used by it including trash removal, fertilizer application, field conditioning and field preparation for Club games and activities. The City will provide mowing services for the playing surfaces once per week during the season until the Club is able to take over field mowing in the future. The Club will control the use of the baseball and softball facilities during the time this agreement is in effect. The City will provide, at no charge, sanitation dumpster service and water. The City also agrees to phase in the cost of electricity for the Club by increasing their responsibility 20% each year until they are paying 100% of all electric cost. This is consistent with beginning contracts for all other sports associations that we have made agreements with. The City will provide the Club the baseball and softball equipment that we already own (currently valued at $20,000) with the value of the equipment depreciating by $4,000 per year. Should the Club successfully complete the five year total term of the contract (assuming annual renewals), no payment will be due for the equipment. If the contract is ended prior to five years, the City will be paid the depreciated value of the equipment. In their presentation to the Park Board Commissioners, the Club discussed their scholarship policy. Any child that is part of the free and reduced lunch program will be eligible for scholarship funds to cover registration fees. This is also consistent with our previous policy on scholarships.
Staff feels this proposed agreement will provide improved youth baseball and softball programming that will benefit the youth of our community. Through the use of a volunteer base, the Ball Clubs of Norman will be able to provide the same level, or greater, of league activities as in past programming, as well as additional skills and camp training opportunities and substantially more weekend tournament activities. Weekend tournament activities have been a primary factor in many of the Norman Forward projects that have been approved by our voters.
Subsequent to approval of Contract K-1819-70, it is our intent to re-assign the duties of the current Sports Coordinator to that of a Recreation Coordinator to be located at the Senior Citizens Center, for the purpose of providing new and additional senior programming and activities. The permanent part-time staff member currently working at the Senior Citizens Center could be reassigned to a similar position at one of the other recreation centers.
RECOMMENDATION: It is recommended that Contract K-1819-70 be approved to allow the Ball Clubs of Norman to lease the baseball and softball fields at Griffin Community Park for the purpose of organizing and providing youth baseball and softball for the City of Norman.