06-1: Ball and Soccer Field Contracts Special Request Presentation — original pdf

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Ball and Soccer Field Contracts Special Request Presentation to the Parks and Recreation Board Monday March 24, 2025 Background • Parks Board issued related recommendation in October 2024 (20241028-5) • CM Pool and MPT Fuentes sponsored the special request project • Special requests are designed to answer specific questions to assist Council in decision-making • We do not draw conclusions or make recommendations in these reports Objective 1. 2. 3. Provide information about the existing contracts and associated amendments between the City and external organizations that manage, maintain, or use City-owned baseball and soccer fields, including: a) b) c) Number of contracts in effect; Organizations or entities with which the City is contracting; and Start and end dates of each contract and any options for renewal or extension. Provide information about the terms of each contract and associated amendments related to public and community access, including: a) Details in the contracts about level and schedule of access to the general public and how the public is notified about access; and, Details in the contracts as to how often the fields are available to the general public versus reserved for the contracted organization. b) Provide information about the terms and conditions in each contract and associated amendments related to breaches of contract and any procedures for terminating contracts in the event of a material breach, especially related to community access. 5questions Questions 1 & 2 How many active contracts does PARD have related to use of ball and soccer fields? 28 contracts Which organizations or entities does the City contract with to support recreation opportunities at ball and soccer fields? 25 organizations Question 3 What are the start and end dates for each contract? What are the options for renewal or extension for each contract? Contract Type Average Contract Length Minimum Contract Length Maximum Contract Length Contract Length in Years Athletic Field Use Agreements with Youth Sports Organizations Contractor Instructor Programs Facility Use & Maintenance Agreements Parkland Improvement & Land Use Agreements Youth Field Agreement for Athletic Facility Use 1.0 1.1 1.3 18.3 11.5 1.0 1.0 0.5 5.5 3.0 1.0 1.3 3.0 25.0 20.0 Start and End Dates Renewals and Extensions Athletic Field Use Agreements with Youth Sports Organizations Contractor Instructor Programs Facility Use and Maintenance Agreements Parkland Improvement and Land Use Agreements Question 4 Youth Field Agreement for Athletic Facility Use According to the contract language, how often are the fields available to the general public versus reserved for the contracted organization? Question 5 Provide information about the terms and conditions in each contract and associated amendments related to breaches of contract and procedures for terminating contracts in the event of a material breach, especially related to community access. All contracts had terms related to breaches and/or termination of the contract No contract contained specific language about breaches and/or termination specific to community access. Full Report Available at Our Website Please visit our website to read this and other reports issued by the Office of the City Auditor • https://www.austintexas.gov/department/auditor Link to Report