Recommendation 20241028-005: Ballfield Audit — original pdf
Recommendation
PARKS AND RECREATION BOARD RECOMMENDATION 20241028-5 October 28, 2024 Seconded By: Stephanie Bazan Audit of City of Austin Baseball Field and Soccer Field Contracts Date: Subject: Motioned By: Lane Becker Recommendation WHEREAS, the City of Austin is committed to providing equitable access to public recreational spaces, including baseball and soccer fields, to all residents; and WHEREAS, the City of Austin Parks and Recreation Department contracts with outside organizations for the management, maintenance, or usage of certain city-owned baseball and soccer fields; and WHEREAS, it is in the public interest to ensure transparency, accountability, and fair access to these recreational facilities, and to determine whether contractual obligations are being met by contracted organizations; Therefore, the City of Austin Parks and Recreation Board recommends to Austin City Council: 1. An Audit of Contracts. The City of Austin Parks and Recreation Department shall conduct or commission a comprehensive audit of all existing contracts between the City and external organizations that manage, maintain, or use city-owned baseball and soccer fields. This audit shall include: a. A detailed breakdown of the number of contracts currently in effect; b. Identification of the organizations or entities with which the City is contracting; and c. The start and end dates of each contract and any options for renewal or extension. 2. Information Regarding Community Access. The audit shall specifically assess the terms of each contract related to public and community access to the baseball and soccer fields, including: a. Whether the contract clearly specifies the level and schedule of access that the general public and community groups have to these facilities, as well as whether and how public notice regarding this access shall be made available to the public; b. Details as to how often and for how long the fields are available for community use versus reserved for the contracted organization’s activities; and c. Whether the contracted organizations are adhering to these terms regarding public access and awareness and, if not, to what extent and in what ways access has been restricted. 3. Data on Compliance and Enforcement. The audit shall examine: a. The terms and conditions in each contract related to breaches of contract, including penalties or remedies for non-compliance by the contracted organization; and b. Any procedures for terminating contracts in the event of material breach or failure to comply with the agreed-upon terms, especially those related to community access. 1 of 2 Vote The motion to recommend to Austin City Council: 1. An Audit of Contracts. The City of Austin Parks and Recreation Department shall conduct or commission a comprehensive audit of all existing contracts between the City and external organizations that manage, maintain, or use city-owned baseball and soccer fields. This audit shall include: 1a. A detailed breakdown of the number of contracts currently in effect; 1b. Identification of the organizations or entities with which the City is contracting; and 1c. The start and end dates of each contract and any options for renewal or extension. 2. Information Regarding Community Access. The audit shall specifically assess the terms of each contract related to public and community access to the baseball and soccer fields, including: 2a. Whether the contract clearly specifies the level and schedule of access that the general public and community groups have to these facilities, as well as whether and how public notice regarding this access shall be made available to the public; 2b. Details as to how often and for how long the fields are available for community use versus reserved for the contracted organization’s activities; and 2c. Whether the contracted organizations are adhering to these terms regarding public access and awareness and, if not, to what extent and in what ways access has been restricted. 3. Data on Compliance and Enforcement. The audit shall examine: 3a. The terms and conditions in each contract related to breaches of contract, including penalties or remedies for non- compliance by the contracted organization; and 3b. Any procedures for terminating contracts in the event of material breach or failure to comply with the agreed-upon terms, especially those related to community access was approved on Board Member Becker’s motion, Board Member Bazan’s second on a 7-0 vote with one vacancy. Board Members Merritt, Orme and Taylor absent. Pedro Villalobos, Kathryn Flowers, Stephanie Bazan, Lane Becker, Cathleen Eady, Jennifer Franklin, Holly Reed. Shelby Orme, Nicole Merritt, Kim Taylor. Tim Dombeck, Board and Council Liaison, Parks and Recreation Department. For: None. None. Against: Abstain: Absent: Attest: Tim Dombeck 2 of 2