HomeMy WebLinkAbout1996.05.07_City Council AgendaPUBLIC NOTICE OF THE MEETING OF THE
OWASSO CITY COUNCIL
TYPE OF MEETING:
Regular
DATE:
May 7, 1996
TIME:
7:00 p.m.
PLACE:
Council Chambers, Owasso Community Center
Notice and Agenda filed in the office of the City Clerk and posted on the City Hall bulletin
board at 4:00 p.m. on Friday, May 3, 1996.
1. Call to Order
Vice Mayor Ewing
5. Election of Mayor
P"
Marc i Boutwell, City C erk
AGENDA
2. Invocation
Pastor Kevin Stewart
Central Baptist Church, Owasso
1
3. Flag Salute
4. Roll Call
5. Election of Mayor
P"
Marc i Boutwell, City C erk
AGENDA
Owasso City Council
May 7, 1996
Page 2
6. Election of Vice Mayor
7. Request Approval of the Minutes of April 16, 1996 Regular Meeting.
Attachment #7
8. Request Approval of Claims.
Attachment #8
9. Reading of Mayor's Proclamation.
Attachment #9
The Mayor will present a proclamation to Babs Cline, honoring her for three years of
service as site director of the Owasso Senior Nutrition program.
C
L
Owasso City Council
May 7, 1996
Page 3
10. Consideration and Appropriate Action Relating to a Request for the Solicitation of Proposals
for the Lease of the Rayola Park Recreation Center and Appurtenant Facilities.
Mr Ray
Mr Cates
Attachment #10
Staff will recommend approval of a request to solicit proposals from interested parties for
the operation of the Owasso Recreation Center.
11. Report from City Manager
12. Report from City Attorney
13. Reports from City Councilors
14. Unfinished Business
Owasso City Council
May 7, 1996
Page 4
15. New Business
16. Adjournment
' OWASSO CITY COUNCIL
MINUTES OF REGULAR MEETING
' Tuesday, April 16, 1996
The Owasso City Council met in regular session on Tuesday, April 16, 1996 in the Council
t Chambers at the Owasso Community Center per the Notice of Public Meeting and Agenda
posted on the City Hall bulletin board at 4:00 p.m. on Friday, April 12, 1996.
ITEM 1: CALL TO ORDER
' Mayor Burris called the meeting to order at 7:00 p.m.
ITEM 2: INVOCATION
The invocation was given by Pastor Steve Johnson of the Westpark Baptist Church.
ITEM 3: FLAG SALUTE
IThe flag salute was led by Mayor Burris.
ITEM 4: ROLL CALL
PRESENT ABSENT
Charles Burris, Mayor
Danny Ewing, Vice Mayor
Mary Lou Barnhouse, Councilor
Michael Helm, Councilor (in at 7:05)
1P Joe Ramey, Councilor (in at 7:11)
STAFF
Rodney J Ray, City Manager
Ronald D Cates, City Attorney
Marcia Boutwell, City Clerk
A quorum was declared present.
ITEM 5: READING OF MAYOR'S PROCLAMATION.
Mayor Burris presented a proclamation to Bill Caudle of the Owasso Kiwanis Club designating
W Saturday, April 20, 1996 as Owasso Kiwanis Project I.D. Day. The Mayor also proclaimed
Saturday, April 20, 1996 as Owasso Earth Day and presented the proclamation to Mary Ellen
Johnston. A proclamation designating the week of April 22 -26 as National Volunteer Week was
presented to Terri Houdyshell, Program Administrator of Network Owasso.
W,
W
Owasso City Council April 16, 1995
ITEM 6: RECOGNITION OF CITIZEN VOLUNTEER EFFORTS TO BENEFIT THE
PUBLIC.
Chief Alexander recognized Roger Voss and presented a Certificate of Appreciation to him for
his contribution to the community through volunteering over 80 hours to the repair of the Police
Department generator.
ITEM 7: REQUEST APPROVAL OF THE MINUTES OF APRIL 2 1996 REGULAR
MEETING.
Mr Ewing moved, seconded by Mr Ramey, to approve the minutes as submitted, by reference
made a part hereto.
AYE: Ewing, Ramey, Barnhouse, Helm, Burris
NAY: None
Motion carried 5 -0.
ITEM 8: REQUEST APPROVAL OF THE CLAIMS.
Mr Helm moved, seconded by Ms Barnhouse, that the following claims be approved:
(1) General Fund $21,385.59; (2) Workers Comp Self -Ins $854.17; (3) Ambulance Service Fund
$1,356.93; (4) City Garage $951.48; (5) Capital Improvements $26,449.90; (6) Capital Projects
Grant $32,196.35; (7) Interfund Transfers $3,495.38; (8) General Fund Payroll $107,923.75;
(9) City Garage Payroll $2,097.34.
AYE: Helm, Barnhouse, Ramey, Ewing, Burris
NAY: None
Motion carried 5 -0.
ITEM 9: REQUEST TO ADDRESS THE COUNCIL.
Mr Larry Pennington, President of the newly formed Owasso Developers Council, addressed
the City Council regarding the role of the Developers Council and its relationship with the city.
ITEM 10: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A
REQUEST TO CLOSE A PORTION OF A 17.5' UTILITY EASEMENT
LOCATED WITHIN LOT 2. BLOCK 3. WINDSOR LAKE ADDITION (13305
E 93RD ST N)
A request has been received to close a portion of the above referenced utility easement to allow ,
the construction of an in- ground pool at the residential site. The request was reviewed by the
PJ
IOwasso City Council April 16, 1995
Technical Advisory Committee, with no objections being expressed. The Owasso Planning
' Commission reviewed the request and recommended approval. Mr Ramey moved, seconded by
Mr Ewing, to approve the easement closing as requested and recommended by the Planning
Commission.
' AYE: Ramey, Ewing, Barnhouse, Helm, Burris
NAY: None
W
Motion carried 5 -0.
ITEM 11: CONSIDERATION AND APPROPRIATE ACTION RELATING TO THE
AWARD OF A CONTRACT FOR EQUIPMENT STORAGE BUILDINGS AND
STREET DEPARTMENT MAINTENANCE BUILDING ROOF REPAIRS.
Bids were opened on April 3, 1996 for the construction of two pole barn type equipment storage
buildings and for roof repairs on the existing street maintenance building. Bids were received
from Builders Unlimited of Tulsa and Landco Construction of Owasso. Mr Helm moved,
seconded by Mayor Burris, to award a contract in the amount of $80,255.34 to Landco
Construction Company of Owasso for the construction of two vehicle and equipment storage
buildings and roof repairs for the street maintenance building, and authorization for payment.
AYE: Helm, Burris, Ewing, Ramey, Barnhouse
NAY: None
Motion carried 5 -0.
ITEM 12: REPORT FROM CITY MANAGER
Mr Ray recognized newly - elected councilor Tracy Strandridge. Dr Standridge will be seated
at the May 7th Council meeting.
ITEM 13: REPORT FROM CITY ATTORNEY
No report.
ITEM 14: REPORT FROM CITY COUNCILORS
Mr Helm announced the Town Hall Meeting on April 25th.
ITEM 15: UNFINISHED BUSINESS
None.
t-I
Owasso City Council
April 16, 1995
ITEM 16: NEW BUSINESS
Jim Phillips asked about the families moving into the community to work for NSP.
ITEM 17: ADJOURNMENT.
Mr Ramey moved, seconded by Mr Helm, to adjourn.
AYE: Ramey, Helm, Barnhouse, Ewing, Burris
NAY: None
Motion carried 5 -0, and the meeting was adjourned at 7:43 p.m.
Marcia Boutwell, City Clerk
4
Charles L Burris, Mayor
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VENDOR
TRANSFERS
CITY GARAGE
WORKER'S COMP SELF -INS
GENERAL FUND
GENERAL FUND
TRANSFERS TOTAL
CITY OF OWASSO
A/P TRANSFER REPORT
DESCRIPTION
TRANSFER FROM GENERAL FUND
TRANSFER FROM GENERAL FUND
TRANSFER FROM AMBULANCE FUND
TRANSFER FROM E -911 FUND
AMOUNT
0
I
Ll
2,333.33 ,
9,012.50
13,166.67
1,375.00
25, 887.50
1
CITY OF OWASSO
PAYROLL PAYMENT REPORT
PAY PERIOD ENDING 04/13/96
1
1 M
1`
APPROVE 05/07/96
Mayor
Council Member
Council Member
OVERTIME
TOTAL
DEPARTMENT
EXPENSES
EXPENSES
Finance
93.39
6,565.49
€€I.........
O��l..
?,8.
Mumcii)al Court
0.00
1,298 86
:.......:::..:.::..`0.00: :.....
Buildin::::.Maintenance .: :::.. :.:........:::::.........
«:.:::
600.95
:• ����:• ::::::::::::::4•.i;•};4:• iii: ti• i:•: n�::::::.: �::::::::::::::::::::::::::::: :.ii;• };•};•y;•i:L:4:::9.w::::: x:::::::::::::::::: % :ii4: }::: ^iii: {y:iiiiiiF ii }iii }iii:::
f%.
: L:• isi0ii: 4i: i4: Liii: 4: Oi: •i:LvLLL;. } :::::::::::::::::::: :.::w::::::
Central Dispatch
:.: ::.::::::::: :::::::•............... ...............................
124.084,617.50:.:
>�3��Cf:��:CI::.::::.::f: � . �.;::;•i::f: �:::<.;:.;:.;:.
...............
iii:««:.;;:.;;; i:. i:: f .::::.::::::.::.:: ::::::::::.::::::::::::.::::::,
::::: .:::...............:...........
....................:.:........
Fire
868.39
32,295.35
:: i., i:;::>::>::;:«:>;::>::>::>::>;:<:>::>:«:»:: i::>::>::::::::>::>::>::>:<::<: i::>: : >:: >:<:::i::::i:.i:.ii:•:•i:•> iii:. >:.ii:• >:.::.;..;.:.;.:.::.....
Recreation Center ::::::.... ...............................
.................:::::::.0.00
3,210.51
::, >,,:::::::•: :.
Park Maintenance
0.00
2,038.46
APPROVE 05/07/96
Mayor
Council Member
Council Member
CITY GARAGE
PAYROLL PAYMENT REPORT
PAY PERIOD ENDING 04/13/96
DEPARTMENT
Garage
OVERTIME
EXPENSES
$0.00
TOTAL
EXPENSES
$2,097.34
;t:?.F?7 }tii " %.'.r. u: \::t:Y,..y,.�, ?: •Y.ff }}::; •'f.:Yf. i.: vnrrrrrr
fF .vri0v. ?•:v }•i:4i:• }:i +.: ii:!6: ?4:4: ii:•. '' } ?:::
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:.. vf�' f'.` v�•'.:•:::::.•.•.•::....... v..... r$ h•: i•}:•}:•: ti•:+:•:•: iSi ::ik•:iii•:i$}}:.v /.•:.vff:•: • ::::.::.::::<::::::. W�.; ��1 :.;.i:•i:l»::.i }: «i ^ }:<�•i;:;i:
APPROVE 05/07/96
Mayor
Council Member
Council Member
CITY OF OWASSO
PAYROLL PAYMENT REPORT
PAY PERIOD ENDING 04/27/96
APPROVE 05/07/96
Mayor
Council Member
I.. Council Member
OVERTIME
TOTAL
DEPARTMENT
EXPENSES
EXPENSES
Finance
0.00
5,944.21
Municipal Court
0.001,269.60...
:::.::::::
::::::::::.:::::::::::::::::.::
Building.: Maintenance
0.00602.84...
:.:::::::.:::::.:::::::: ::::::::.::.
:...:.....::...................:..:....:.........................:..:......::.::::......:::...........::::::::::.:::.::::::::::::::
Central Dispatch
:::.:::::::::::::::::::::::::::.......::...................................................................
::.:::62.04::.:::
:
:.::::::::::::4,028.52...
Fire
645.87
28,767.95
Recreation Center
0.00
2,997.66
Park Maintenance
0.00
1,399.36
APPROVE 05/07/96
Mayor
Council Member
I.. Council Member
CITY GARAGE
PAYROLL PAYMENT REPORT
PAY PERIOD ENDING 04/27/96
DEPARTMENT
Garage
OVERTIME
EXPENSES
$0.00
TOTAL
EXPENSES
$1,872.73
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7
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APPROVE 05/07/96 ,
Mayor ,
Council Member
Council Member
UP
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PROCLAMATION
' CITY OF OWASSO, OKLAHOMA
WHEREAS, It is the desire of the Owasso City Council to recognize persons who give
' tirelessly of themselves for the betterment of the community; and,
WHEREAS, The contributions of time, energy, and services provided by these individuals
have benefitted many citizens and the community of Owasso; and,
' WHEREAS, Babs Cline was instrumental in the inauguration of the Owasso Senior Nutrition
Program and has served as Site Director for three -and- one -half years; and,
' WHEREAS, Ms Cline's service with Tulsa Senior Nutrition Sites in Collinsville, East Tulsa,
Central Tulsa, and Owasso spans a total of eleven years; and,
WHEREAS, Always cooperative and a team worker, Ms Cline has willingly adjusted her
schedule to fit with other Community Center uses; and,
WHEREAS, Ms Cline's cheerful bearing and caring attitude are an inspiration to those around
her; and,
WHEREAS, The City Council wishes to express appreciation to Ms Cline for her years of
commitment and dedicated service to our senior citizens;
NOW, THEREFORE, I, , by virtue of the authority vested in me
as Mayor of the City of Owasso, do hereby proclaim Friday, May 10, 1996 as
BABS CLINE DAY
in the City of Owasso and offer the thanks of the City Council and the citizens of Owasso for
her helpfulness and caring of our senior citizens.
IN WITNESS THEREOF, I have hereunto set my hand and caused the seal of the City of
Owasso to be affixed this 7th day of May, 1996.
e
Mayor
Alb
I MEMORANDUM
TO: THE HONORABLE MAYOR AND CITY COUNCIL
1 CITY OF OWASSO
r FROM: RODNEY J RAY
CITY MANAGER
SUBJECT: REQUEST TO SOLICIT PROPOSALS FOR OPERATION OF
60 RECREATION CENTER
DATE: May 2, 1996
BACKGROUND:
For the past several months, there have been discussions between the staff and Councilors
�r regarding the possible privatization of the Owasso Recreation Center. Pursuant to those
discussions, the staff has researched the issues and evaluated viable options. Finally, the staff
e has developed a recommended strategy that can achieve the primary objectives of the
privatization program. The purpose of this memorandum is to outline that strategy and provide
background for your decision relating to the request placed on the agenda (item ##10).
HISTORY:
The Owasso Recreation Center was constructed in 1969 as an addition to Rayola Park. Since
that time, the Center has been operated by the City of Owasso. The current annual budget of
tthe Center is approximately $104,000. Since 1969 the Center has served the citizens of the
community with a free facility that included activities such as basketball, volleyball and physical
exercise classes.
In 1988 the Center experienced a major organizational and operational change. A review of the
' operation resulted in a change in managers and substantial physical property rennovation. An
equipped weight room was added, a 3000 sq ft activities room was constructed and coaches
training was incorporated as a basic service of the Center's staff.
' Though the 1988 changes were productive and the Center's management has been highly
successful in allocating resources to meet priority needs, the Center is in need of an infusion of
substantial new dollars for capital improvements. New programs are also needed to serve the
1 citizen /customer. Customer surveys have indicated a strong dissatisfaction with the facility and
equipment. Simply put, the Recreation Center user has come to expect a higher level of service
than he /she is receiving. Customers have been exposed to other fitness centers and compare our
Center's services with them.
RECREATION CENTER PROPOSALS
MAY 2, 1996
PAGE 2 '
Additionally, even though in those same surveys the staff's helpfulness and courtesy have scored
consistently high, it is obvious to all that the city employees do not possess the formal training ,
and experience needed to meet the Center's customer expectations. Our staff has done an
excellent job of providing services within the constraints of the available budget allocations.
However, the additions and improvements to the facility have not kept pace with the population
growth, or the customer demands for even more services.
The facility itself is twenty-seven years old and beginning to require attention. Roof work is
needed and the interior is in need of repair and maintenance. The basketball floor was replaced
in 1989 and is within one year of requiring replacement at a cost of about $12,000. The heating
system is inefficient and there is no air conditioning in the building (except for the office).
Basically, the building needs attention and consistent maintenance in addition to an estimated
$75,000 in capital improvements.
COST OF OPERATION:
The Recreation Center budget for 1995 -96 is $104,448. Of that amount, about $67,000 is
allocated to labor costs (21h employees) and the rest ($37,000) to operations and capital outlay.
A staff evaluation of customer demand and expectations indicates that an additional allocation
of $35,000 in personnel costs is needed, as well as an increase of $20,000 in operations and an
increase of $250,000 in capital outlay if we are to begin to move to meet that demand.
ALLOCATION OF FUNDS/RESOURCES:
The last time a significant amount of money was added to the Center was through a 1988 bond
issue. While that money did improve the Center by adding space and some equipment, it was
a one -time funding source and did not address long -term problems. In the past eight years, the
Center's share of available resources has not increased and, in fact, the 1996 budget is $5000
less than the 1995 budget. It is no secret that in the fight for money, recreation projects cannot
successfully compete with police, fire, and streets. In every instance, the critical services will
always prevail as dollars are distributed. That is the case with the Recreation Center. The
allocation of additional money to the Recreation Center is not likely as long as we have critical
needs in public works and public safety.
CONCLUSIONS:
Thus, if the city is not meeting customer demands and expectations; if the facility is in need of '
repair and maintenance; if the staff is not equipped to develop, fund, and implement recreational
alternatives; and if the funds are not available to address immediate and long -range '
concerns /needs, then an alternative plan of action should be considered.
IRECREATION CENTER PROPOSALS
MAY 2, 1996
' PAGE 3
The staff conclusion is that the logical course of action is to change the method in which we
offer these recreational services. It is the staff opinion that the existing 10 -year city plan does
not include additional money for the Recreation Center. It is also the staff opinion that the
diversity of today's Owasso population requires a staff that is trained and experienced in those
o' areas of professional recreation management and experienced in dealing with demands of a
growing population.
The conclusions reached by the staff are: 1) that the city has a facility that doesn't meet the
needs of the community as presently operated, 2) that the facility requires extensive rennovation,
maintenance and additional equipment, 3) that the general fund resources to address those
.. deficiencies are not available, 4) that the people managing the Center have done an admirable
' job with little training and resources, but are unable to continue to provide even basic services
without additional resources, 5) that the existing Recreation Center staff (full time personnel)
has skills and talents better used in other city provided services, and 6) that an alternative
provider of services can best serve this community and do so more efficiently and more cost
1 effectively.
STRATEGY AND ADDRESSING CONCLUSIONS:
Based on the above evaluations, reviews, costs and conclusions, the staff has developed a
strategy for addressing the findings. That strategy is centered on the privatization of the
Recreation Center and services provided at the Center. Through privatization, the city can
generate a taxpayer savings, the community can realize a better and more comprehensive
service, and the customer can expect a professionally managed recreational facility that responds
to his /her recreational needs, and the philosophy of "user pays" is extended to yet another non-
critical service area.
The recommended strategy consists of:
• Develope a "Request for Proposals & Qualifications" that outlines the privatization
in concept for the Recreation Center.
• Advertise for competitive proposals (bids) from interested parties.
PM • Receive and evaluate proposals.
• Lease Recreation Center to group with best proposal.
R
r
RECREATION CENTER PROPOSALS
MAY 2, 1996
PAGE 4
THE PROPOSED LEASE:
Central to the privatization strategy is the proposed lease agreement between the city and the
successful bidder. Attached for your review is a recommended lease developed by the staff and
Mr Cates. In summary the lease includes:
• A ten -year lease period
• A requirement that the lessee invest a minimum of $250,000 for capital improvements
within the first twelve months.
• All improvements must be approved by city.
• Lessee shall hold the city harmless from any liability.
• Lessee must keep facility in clean, healthy and safe condition.
• Lessee cannot alter facility without approval of city.
• City cannot sell facility unless lessee receives value of all enhancements.
• Lessee pays all utilities, repair and maintenance costs of building and parking lot.
• Four ball fields west of building are a part of the lease.
• Two ball fields east of building can be utilized when available.
• Lessee must provide city with schedules of uses 60 days in advance.
• Lessee's use must expand and enlarge recreational opportunities for Owasso.
• Lessee is responsible for any damage to building.
• Lessee must insure for liability in an amount not less than $1,000,000.
• Lease can be terminated by either party with 60 days notice prior to end of initial term.
• Either party may request a renegotiation of terms of contract by giving a 30 -day notice
of such desire.
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Ph
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RECREATION CENTER PROPOSALS
MAY 2, 1996
PAGE 5
THE SAVINGS:
The staff projects an annual real cash savings in excess of $40,000 and a reallocation of $61,000
to higher priority needs. In addition, an undetermined savings will occur by avoiding capital
improvement expense on the building. Thus the ten -year savings will exceed $400,000, with
an additional $610,000 used for providing other services. Simply put, the plan will result in
almost a million dollars in savings and better utilized tax dollars. Please note that while no full
time personnel will be terminated as a result of this proposed action, two part -time employees
(equaling one full time person) will be laid off if a contract is eventually approved.
CONCERNS:
There are always concerns with new approaches to providing governmental services, particularly
when those new methods result in challenging the traditional way things have been done in the
past. Some of those concerns are:
• An organization charging a use fee for services located in a taxpayer owned building.
• Loss of the facility to organizations that previously utilized it for activities (F.O.R.).
• Loss of facility (eventually) to individuals who use it for classes they teach for pay.
• Using non - profit organization and public building to compete with private sector
company.
• Youth that can't afford charges will be left without opportunity to play sports.
NOTES:
1. Privatizing this facility will help maximize our overall efficiency and get the city out of a
business we know very little about.
2. Privatizing this facility will reduce our liability exposure and benefit our risk management.
RECREATION CENTER PROPOSALS
MAY 2, 1996
PAGE 6
RECOMMENDATION:
The staff recommends Council authorization for the solicitation of proposals from interested
parties for the operation of the Owasso Recreation Center, and that the staff be further
authorized to evaluate such proposals and forward its recommendation to the Council for
consideration at a later date.
ATTACHMENTS:
1. Correspondence from Mr Cates
2. Request for Proposals
3. Recreational Facility /Lease Agreement
4. Ordinance Providing for Lease
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up
1P
RONALD D. CATES
Attorney at Law
Suite 680, ParkCentre
525 South Main
Tulsa, Oklahoma 74103
918 -582 -7447 FAX 918 -582 -0166
ITI_��T7: ►1 \� �lil
TO: Honorable Mayor and Members of t e City Council of the City of Owasso,
Oklahoma
FROM: Ronald D. Cates, City Attorney
SUBJECT: Lease of Rayola Park Recreation Center and Appurtenant Facilities
DATE: April 29, 1996
BACKGROUND:
As you are aware, I am sure, over the course of the past few months, considerable discussion has
occurred concerning the desirability and feasibility of the City of Owasso, Oklahoma, leasing unto
a private individual or entity the Rayola Park Recreation Center and appurtenant facilities. As in
many other instances, considerable thought has been given to the privatization of the recreation center
operation. In that respect, consideration has been given to issues involving the recreation facility
renovation needs, program enlargement and expansion as well as the municipality's ability to continue
to provide this recreational alternative in a cost effective manner considering budgetary constraints
as well as staffing limitations. Accordingly, after numerous discussions with officers of the City of
Owasso, Oklahoma, and private individuals as well as review of other recreational facility lease
agreements from around the United States, I have drafted a proposed Recreation Facility Lease
Agreement relating to the leasing of the Rayola Park Recreation Center and appurtenant facilities.
In conjunction with the proposed Recreation Facility Lease Agreement, I have prepared a Request
for Proposals whereby any interested individual or entity is invited to submit a sealed written proposal
for the leasing of the Rayola Park Recreation Center and appurtenant facilities. Additionally, in
accordance with the Charter of the City of Owasso, Oklahoma, I have prepared a proposed Special
Non Emergency Ordinance authorizing the leasing of the Rayola Park Recreation Center and
appurtenant facilities if the City Council deems desirable.
2780- 308.owa/mem
RECOMMENDATION:
It is my recommendation that if the City Council of the City of Owasso, Oklahoma, is desirous of
leasing the Rayola Park Recreation Center and appurtenant facilities then the following sequence of
events be followed, to -wit:
At the regular scheduled City Council Meeting on May 7, 1996, the City Council
approve, with or without modification as deemed desirable by the City Council, the
proposed Recreation Facility Lease Agreement as well as the proposed Request For
Proposals;
2. That at the regularly scheduled meeting of the City Council of the City of Owasso,
Oklahoma, on May 7, 1996, the City Clerk be authorized to publish the submitted
Request For Proposals with or without modifications as deemed desirable by the City
Council;
That on or before the 9th day of May, 1996, the City Clerk effecuate publication of
the approved Request For Proposals;
4. That sealed, written proposals for the leasing of the Rayola Park Recreation Center
and appurtenant facilities be received up to 12:00 p.m., May 21, 1996. Thereafter,
the City Clerk, at 12:01 p.m., May 21, 1996, will in the presence of witnesses as well
as any other interested persons, open such sealed written proposals for the leasing of
the Rayola Park Recreation Center and appurtenant facilities;
There will be presented to the City Council of the City of Owasso, Oklahoma, at its
regularly scheduled meeting at 7:00 p.m., May 21, 1996, the submitted proposals for
evaluation, consideration and the taking of any appropriate action thereon by the City
Council; and,
6. That if the City Council determines a proposal for the leasing of the Rayola Park
Recreation Center and appurtenant facilities to be acceptable, then, in such event, the
City Council adopt the Special Non Emergency Ordinance included herewith.
I trust the foregoing meets with your needs at this time. Should you have any questions or
comments concerning the foregoing, please do not hesitate to contact me or Mr. Rodney J. Ray, City
Manager, concerning this matter.
2780- 308.owa/mem
REQUEST FOR PROPOSALS
The City of Owasso, Oklahoma, is considering leasing the Rayola Park Recreation Center ar-M
appurtenant facilities en�erallX upon such terms and conditions as are outlined in a proposed
Recreational Facility Lease Agreement on file with the City Clerk of the City of Owasso, Oklahoma.
A copy of such proposed Recreational Facility Lease Agreement may be obtained by contacting Ms.
Marcia Boutwell, City Clerk, City of Owasso, 207 South Cedar, Owasso, Oklahoma, 74055, (918)
272 -2251 between the hours of 8 :00 a.m. and 5:00 p.m., Monday through Friday.
Written proposals for leasing the Rayola Park Recreation Center and appurtenant facilities
will be received by the City of Owasso, Oklahoma, until 12:00 p.m. Tuesday, May 21, 1996. Such
proposals for leasing the Rayola Park Recreation Center and appurtenant facilities shall be in writing
and submitted in a sealed envelope marked `Proposal for Leasing Rayola Park Recreation Center and
Appurtenant Facilities', and submitted to Ms. Marcia Boutwell, City Clerk, City of Owasso, 207
South Cedar, Owasso, Oklahoma, 74055, no later than 12:00 p.m. on May 21, 1996. The sealed
' proposals for leasing the Rayola Park Recreation Center and Appurtenant Facilities shall thereafter
at 12:01 p.m., May 21, 1996, be opened by the City Clerk, of the City of Owasso, Oklahoma, in the
presence of witnesses as well as any interested persons. The submitted proposals will be presented
1 to the City Council of the City of Owasso, Oklahoma, at its regularly scheduled City Council meeting
on the 21st day of May, 1996, beginning at 7:00 p.m. in the Owasso Community Center for
consideration by the City Council of the City of Owasso, Oklahoma, and the taking of any appropriate
action thereon.
ALL INTERESTED PERSONS OR ENTITIES ARE ENCOURAGED TO SUBMIT
SEALED WRITTEN PROPOSALS FOR THE LEASING OF THE RAYOLA PARK
RECREATION CENTER AND APPURTENANT FACILITIES.
The City of Owasso, Oklahoma, reserves the right to refuse any and all proposals for the
leasing of the Rayola Park Recreation Center and Appurtenant Facilities as well as accepting any
written proposal containing deviations from the proposed Recreational Facility Agreement on file
with the City Clerk of the City of Owasso, Oklahoma.
Dated this 7th day of May, 1996.
1 Marcia Boutwell
IP City Clerk
City of Owasso
207 South Cedar
Owasso, Oklahoma 74055
2780- 308.owa/rfp
II
RECREATION FACILITY LEASE AGREEMENT
THIS LEASE, made at Owasso, Oklahoma, on the day of , 1996, by and
between the CITY OF OWASSO, OKLAHOMA, an Oklahoma municipal corporation, its successors
and assigns, hereinafter called "LESSOR ", and, hereinafter called "LESSEE ".
WITNESSETH:
That LESSOR does hereby let the lease unto the LESSEE the premises situated in the City
of Owasso, County of Tulsa and State of Oklahoma, and further described as follows:
Rayola Recreation Center and Appurtenant Facilities consisting of the Western
Four (4) Ballfields - hereinafter referred to as "recreational facility." Said premises are
to be used and occupied for recreational purposes only. Lessee, for no additional
consideration, shall be allowed to utilize the two (2) eastern (front) softball fields
when same are not otherwise scheduled for use by or through Lessor. Such referred
fields shall become part of the herein demised premises.
To have and to hold unto the LESSEE for the term of ten (10) years, commencing on the
1 st day of July, 1996, and ending on the 30th day of June, 2006, upon the covenants and agreements
herein set forth.
1. The LESSEE hereby covenants and agrees to pay to the LESSOR as rent for said
premises during said term, the sum of One Hundred Dollars and no /100's ($100.00) at Ten Dollars
and no /100's ($10.00) per year payable on the 1st day of July, 1996, and a like sum on the 1st day
of July each year thereafter during the term hereof. As additional rental payable hereunder Lessee
covenants with Lessor that within one (1) year from the inception of this lease Lessee will expend an
amount of money, not less than Two Hundred Fifty Thousand Dollars ($250,000.00), for capital
improvements to, on or upon the recreational facility hereby demised. Such capital improvements
must, in accordance with Oklahoma Law, be designed by and certified to by a duly Registered
2780- 308.owa/la
Architect in the State of Oklahoma. Further, prior to performance of the capital improvements herein
contemplated, Lessee shall present the design and specifications to the City Council of the City of
Owasso, Oklahoma, for its approval, such approval not to be unreasonably withheld. Contracts for
the construction of the recreational facility capital improvements shall meet all requirements of the
Public Competitive Bidding Act of 1974, 610. S. § 101 et seq.
Construction of the recreational facility capital improvements shall be the sole obligation and
responsibility of the Lessee. Such recreational facility capital improvements shall be accomplished
in a workmanlike manner and shall comply with all local, state or federal laws pertaining thereto.
Lessee shall hold harmless Lessor, Lessee agreeing to indemnify Lessor, from and against any and
all claim, cost, damage, expense, including any Lessor incurred Attorneys fees, cost of Alternative
Dispute Resolution Attorneys fees and costs, or loss incurred or suffered by Lessor arising out of
Lessee's recreational facility capital improvements.
If, upon the expiration of the term hereof, and for a period of Five (5) years thereafter, Lessor
sells such recreational facility herein demised, then, in such event, Lessor shall pay Lessee, solely from
the proceeds of such sale, an amount of money for the recreational facility value enhancement
resulting from the recreational facility capital improvement performance by Lessee; provided,
however, such value enhancement repayment from proceeds shall equal the value of enhancement
from the date of capital improvement completion as depreciated on a straight line basis over the term
of years from date of completion until the date of sale.
2. LESSEE'S use shall be limited to those recreational activities approved by the Board
of Trustees of the
2780- 308.owa/la 2
' 3. LESSOR shall not allow said P remises to be used in any manner which shall
unreasonably interfere with LESSEE'S occupancy and /or programs, nor which shall, in any way,
cause any damage to the facility or to LESSEE'S equipment located thereon.
1
4. LESSEE has examined and knows the condition of said premises and has received the
' same in their present condition. LESSEE shall keep said premises in a clean, safe and healthy
1
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condition, in accordance with the ordinances of the City of Owasso, Oklahoma, and acceptable safety
and recreational standards.
5. LESSEE will use and occupy said premises and appurtenances in a careful, safe and
proper manner, in accordance with the ordinances of the City of Owasso, Oklahoma; and LESSEE
will not allow said premises to be used for any purpose in any way that will increase the rate of
insurance thereof, nor for any purpose other than that hereinbefore specified, nor to be occupied in
whole or in part by any other persons, and will not bring nor suffer to be brought into or upon said
premises any substance or force that will increase the hazard of fire in or on said premises, and will
not permit liquor to be sold at wholesale or retail, or consumed on the premises; and will not sublet
said premises or any part thereof, nor assign this Lease, without in each case, the written consent of
LESSOR first hand; and will not permit any transfer by operation of law of LESSEE'S interest in said
premises. The premises may not be used for any unlawful purpose or in any way that will injure the
reputation of the same, or disturb the neighborhood, and will not permit any substantial alteration of
or upon any part of said demised premises, nor allow any sign or placard posted or placed thereon,
except by written consent of LESSOR. All alterations and additions to said premises shall remain for
the benefit of LESSOR unless otherwise provided in said written consent.
2780- 308.owa/la
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6. LESSEE will pay all utility expenses, together with all water and sewer, levied or
charged against said premises for and during the term for which this Lease is granted. Any amounts '
so paid by LESSOR and any amounts paid by LESSOR to keep said premises in a clean, safe and
healthy condition as hereinbefore specified, or to make up any default on LESSEE'S part to fulfill
LESSEE'S covenants herein written, are hereby agreed and declared to be so much additional rent
and shall be due and payable with the next installment of rent due thereafter upon this Lease. I
7. LESSEE shall have the following duties with reference to said premises:
'
a to keep said premises clean as stated herein;
b) to dispose from the leased premises all rubbish, garbage and other waste, in
,
a clean and sanitary manner;
C) to properly use, operate, maintain and replace, if reasonably necessary, the
facilities hereby demised including, but not limited to, all exterior and interior
portions of the recreation facilities, all electrical, gas, plumbing, heating and
cooling equipment therein as well as the apportionment parking lot serving
such recreation facilities;
d) to maintain the grounds of the leased premises in a clean, safe and sanitary
condition including all mowing of the grass and maintenance of the demised
athletic fields thereof,
e) to assume and be solely responsible for the planning, development, safety,
supervision, and other program aspects of their recreational programs.
8. LESSEE will deliver up and surrender to the LESSOR possession of the premises
hereby leased upon the expiration of this Lease or its termination in any way, in as good condition
and repair as the same shall be at the commencement of said term (loss by fire and ordinary wear and
decay only excepted) and deliver the keys at the office of the LESSOR or LESSOR'S agent.
9_ LESSOR may have free access to the premises at all reasonable times for the purpose
of examining the same.
2780- 308.owa/la 4
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10. LESSEE shall provide the Lessor with a written schedule of its proposed uses of the
premises at least sixty (60) days in advance thereof. The Lessee may authorize the City of Owasso,
Oklahoma, to use said premises at times which do not conflict with the LESSEE'S use. The City of
Owasso, Oklahoma, shall give the Lessee reasonable notice of its intended use. The Lessee shall post
monthly use schedules of the premises in a prominent place in the building.
Lessee's use of the premises as well as its programs instituted and administered thereon shall
at all times be done with the objective of enlarging and expanding upon recreational opportunities for
all citizens of Owasso, Oklahoma. Further, Lessee's use of the premises as well as its programs
instituted and administered thereon shall not discriminate against any person or persons on the basis
of race, creed, sex, national origin, disability status or religious belief.
If any person or organization wishes to institute a new program to take place on said
premises, it shall first request the
said program. If the
to administer
refuses to do so, then the Lessor may grant said person or
organization the authority to institute such a program; provided, however, that said person or
organization shall be responsible for the staffing and financing of said program and shall be solely
responsible for any liabilities created thereby. Further, such program may not conflict with
prescheduled programs. Likewise, in the event that the
terminates
any program, the Lessor may authorize the continuance of such program on the subject premises by
such persons or organizations as it may see fit. However, after the
ceases to
administer such a terminated program, the person or organization continuing same shall be solely
responsible for the staffing and financing of said program and shall also be solely responsible for any
2780- 308.owa/la 5
liabilities created thereby. Further, such program continuance shall not conflict with prescheduled
programs.
11. LESSOR shall not be liable for any damage occasioned by or from plumbing, gas, '
water, steam, or other pipes, or sewage or the bursting, leaking or running of any cistern, tank,
washstand, or waste pipe in, above, upon or about said building or premises, nor for damage '
occasioned by water, snow or ice, nor for any damage arising from acts or negligence of LESSEE,
its agents, licensees, employees, invitees, or guests.
12. If default be made in payment of said rent or any part thereof or in fulfillment of any
of the covenants or agreements herein specified to be fulfilled by the LESSEE, or if any waste be
committed or unnecessary damage done upon or to said premises, the LESSOR may, at LESSOR'S
election, at any time while such default continues or before the replacement or repair of such waste
or damage, and without notice, declare the said term ended and enter into possession of said premises
and sue for and recover all rents and damages accrued or accruing under this Lease or arising out of
any violation thereof, or LESSOR may sue and recover without declaring this Lease void or entering
into possession of said premises.
13. Every demand for rent due wherever and whenever made shall have the same effect
as if made at the time it falls due and at the place of payment or on the premises. LESSOR may
receive and collect any ue rent d and such collection or receipt shall not operate as a waiver of, nor '
� P P
affect such notice, suit or judgment. Any notice or summons to be served by or on behalf of ,
LESSOR upon LESSEE under this Lease or in connection with any proceeding or action growing '
out of this Lease or the tenancy arising therefrom, may be sufficiently served by leaving such notice
or summons addressed to LESSEE upon the said demised premises.
2780- 308.owa/la 6
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14. The LESSEE shall insure the subject premises against loss by personal injury or
property damage due to negligent supervision and endorse the City of Owasso, Oklahoma, as an
additional insured thereon. Such insurance shall be at LESSEE'S cost and in an amount not less than
One Million Dollars and no /100's ($1,000,000.00). A copy of the evidence of insurance shall be
supplied to the City Manager of Lessee.
15. The LESSEE shall assume any and all property tax obligations imposed upon the
property of Lessee during the term of this Lease, including any increases thereon.
16. And the LESSOR hereby covenants and agrees that if the LESSEE shall perform all
the covenants and agreements herein stipulated to be performed on LESSEE'S part, the LESSEE
shall at all times during said term have the peaceable and quiet enjoyment and possession of said
premises without any manner of let or hindrance from LESSOR or any person or persons lawfully
claiming said premises.
17. LESSOR and LESSEE mutually agree that either of them may terminate this Lease
at the end of the above - stated initial term by giving the other party written notice thereof at least sixty
(60) days prior thereto. In the absence of such notice, this Lease shall continue on the terms and
conditions contained herein and in force prior to the expiration of the above - stated initial term on a
month -to -month basis unless terminated by either party upon sixty (60) days written notice.
18. The LESSEE shall hold the City of Owasso, Oklahoma, its officers, agents, employees
and independent contractors, harmless and fully indemnify said City and from any and all claims of
neglect, negligence, liability for personal injury or property damage occurring during the term of this
Lease, except as the same may arise from the negligence of the LESSOR, LESSOR'S agents or
employees. This indemnification and hold harmless agreement shall extend to reasonable attorneys
2780- 308.owa/la 7
fees and costs incurred in defending itself from any claims made during the term of the Lease,
including therewith Alternative Dispute Resolution Attorneys fees and costs.
19. The LESSOR or LESSEE may request that the terms and provisions of this Lease be
reopened upon thirty (30) days notice, in writing, to the other party. Each party shall attempt, at this
point, to address any such issues raised by the other, but the process of reopening or renegotiating
shall not obligate either party to accept the proposal of the other party or to vary the terms of this
agreement.
IN WITNESS WHEREOF, the parties have hereunto set their hands on the day and year first
above written.
LESSOR
CITY OF OWASSO, OKLAHOMA
Mayor
ATTEST:
Marcia Boutwell, City Clerk
APPROVED AS TO FORM:
Ronald D. Cates, City Attorney
2780- 308.owa/la 8
LESSEE
Chairman
ATTEST:
Secretary
2780- 308.owa/la
CITY OF OWASSO, OKLAHOMA
ORDINANCE NO. 525
' A SPECIAL NON EMERGENCY ORDINANCE RELATING TO THE LEASE OF
RAYOLA PARK RECREATION CENTER AND APPURTENANT FACILITIES,
' APPROVING SUCH LEASE ATTACHED AS EXHIBIT "A" HERETO AND DECLARING
AN EFFECTIVE DATE.
WHEREAS, the City Council of the City of Owasso, Oklahoma, is desirous of leasing the
' Rayola Park Recreation Center and appurtenant facilities in accordance with the terms and conditions
set forth on the RECREATION FACILITY LEASE AGREEMENT, a copy thereof being attached
hereto, made a part hereof, and Marked as Exhibit "A "; and,
' WHEREAS, under the provisions of Section 4 -3 of the Charter of the City of Owasso,
Oklahoma, the sale of any City property, real or personal, including public utilities, or of any interest
therein, the value of which is more than $25,000.00 may be made only (1) by authority of an
' affirmative vote of a majority of the qualified electors of the City who vote on the question of
approving or authorizing the sale at an election, or (2) by authority of a Special Non Emergency
Ordinance.
' NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
OWASSO, OKLAHOMA, that, to -wit:
Section 1: The Recreation Facility Lease Agreement attached hereto, made a part hereof and
marked as Exhibit "A" relating to the leasing of the Rayola Park Recreation Center and appurtenant
facilities be and same hereby is approved.
' Section : This ordinance shall be referred to a vote of the electors of the City if a sufficient
lawful referendum petition is properly filed within thirty (30) days after its passage; otherwise, it shall
go into effect thirty (30) days after its passage.
Dated this 7th day of May, 1996.
ICity of Owasso, Oklahoma
Mayor
ATTEST:
IMarcia Boutwell, City Clerk
IAPPROVED AS TO FORM:
Ronald D. Cates, City Attorney
2780- 308.owa/ord
IF